1. McDonough Bolyard Peck 1 CEFPI’s 81’st Annual International Conference PROJECT QUALITY MANAGEMENT by Edward M. Kopp and James Yatzeck

2. McDonough Bolyard Peck2 Introduction/Background This is a draft of the presentation that we will be providing in October for CEFPI - Council of Educational Facility Planners International at their annual conference in Atlanta.

3. McDonough Bolyard Peck3 Introduction/Background 1. Quality has become a very important priority. 2.This has caused the focus to shift from Quality Control to Quality Management. 3.The trend is towards policies and procedures to insure quality is part of the entire process.

4. McDonough Bolyard Peck4 QUALITY Quality (as defined by CMAA) Quality (as defined by CMAA) 1 –The degree to which the project and its components meet the Owner’s expectations, objectives, standards, and intended purpose, determined by measuring conformity of the project to the plans, specifications and applicable standards. Quality Management Guidelines, 2000 edition, 5.1.3, page 2. 1 Quality Management Guidelines, 2000 edition, 5.1.3, page 2.

5. McDonough Bolyard Peck5 QUALITY “…determined by measuring conformity of the project to the plans, specifications and applicable standards.” “…determined by measuring conformity of the project to the plans, specifications and applicable standards.” Tends to see quality as occurring during construction… Tends to see quality as occurring during construction…

6. McDonough Bolyard Peck6 QUALITY Objectives of Quality Management: Objectives of Quality Management: –Quality occurs: Within the identified scope and program limits Within the identified scope and program limits Within budget requirements Within budget requirements Within schedule requirements Within schedule requirements When the limits identified are realistic When the limits identified are realistic –The final Project is suitable to the Owner’s intended use and/or needs.

7. McDonough Bolyard Peck7 Agenda We have covered: Introduction / Background Introduction / Background Quality Quality We are going to discuss QUALITY - in each phase of the project.

8. McDonough Bolyard Peck8 Project Phases PRE-DESIGN PRE-DESIGN DESIGN DESIGN PROCUREMENT / BID PHASE PROCUREMENT / BID PHASE CONSTRUCTION PHASE CONSTRUCTION PHASE POST CONSTRUCTION PHASE POST CONSTRUCTION PHASE

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10. 10 PRE-DESIGN PRE-DESIGN Establish and Document: Realistic Objectives Realistic Objectives Clear Intent Clear Intent Plan Plan Scope of Services Scope of Services Team Selection and Responsibilities Team Selection and Responsibilities Project Implementation Tools Project Implementation Tools

11. McDonough Bolyard Peck11 PRE-DESIGN Project Implementation Tools : Construction Management Plan Construction Management Plan Quality Management Plan Quality Management Plan Project Procedures Manual Project Procedures Manual

12. McDonough Bolyard Peck12 PRE-DESIGN Purpose and Function of a Construction Management Plan: Purpose and Function of a Construction Management Plan: –Defines and documents project requirements –Prepared in narrative form by the CM –Establishes scope, budget, schedule and basic systems to be utilized –Final performance of the team can be evaluated –Basis for claims avoidance

13. McDonough Bolyard Peck13 PRE-DESIGN Contents of a Construction Management Plan: Contents of a Construction Management Plan: –Project description –Master and milestone schedules –Quality Management approach –Budget/Work Breakdown Structure –Site mobilization – utilization plan –Roles and responsibilities –Org. chart/staff plan –Environmental concerns –Communications protocol –Bid packaging and contracting strategy

14. McDonough Bolyard Peck14 PRE-DESIGN Contents of a Quality Management Plan: Contents of a Quality Management Plan: –Overall Project Organization –Project QA/QC Organization –QA/QC Representatives (design & const.) –Management Decision Flow Chart –Formats for CM Services –Detailed Check Lists –Design Reviews –Constructibility Reviews –Audit Methodology –Non-Conforming Work Procedures

15. McDonough Bolyard Peck15 PRE-DESIGN The Project Procedures Manual: The Project Procedures Manual: –Developed as a Team effort –Assembled and authored by the Construction Manager –Written so that it is clearly defined and understood –Identifies: Responsibility of each team member Responsibility of each team member Levels of authority Levels of authority Lines of communications Lines of communications Systems, methods, and procedures to be followed for project execution Systems, methods, and procedures to be followed for project execution

16. McDonough Bolyard Peck16 PRE-DESIGN Budget and systems to monitor/control costs Budget and systems to monitor/control costs QA program QA program Schedule development maint./implementation Schedule development maint./implementation Specific systems, methods and procedures Specific systems, methods and procedures Functional responsibilities/limits of authority Functional responsibilities/limits of authority Contractor coordination Contractor coordination Safety program Safety program Check lists Check lists Meetings (types/frequency) Meetings (types/frequency) Sample forms Sample forms Bidding/construction phase procedures Bidding/construction phase procedures Correspondence distribution matrix Correspondence distribution matrix The Procedures Manual The Procedures Manual Typically Includes:

17. McDonough Bolyard Peck17 PRE-DESIGN Designer Selection Designer Selection: Designer Selection: –Contracting strategies for designer professional services –Identify basic tasks and responsibilities –Develops lists of potential firms –Defines criteria for selection –Prepares and transmits the RFP –Assists in review of written proposals

18. McDonough Bolyard Peck18 PRE-DESIGN Designer Selection Discuss Roles & Responsibilities of the Items in the Project Procedures Manual: Discuss Roles & Responsibilities of the Items in the Project Procedures Manual: –Cost Estimates –Quality Assurance Program –Project Schedule –Scope and Change Order Control –Correspondence Control –Project Documentation Procedures and Control –Safety Program

19. McDonough Bolyard Peck19 PRE-DESIGN Designer Selection Pre-Design Project Conference Pre-Design Project Conference –Introductions: –Establish Understanding and Commitment of the Project Goals Project Goals Project Approach Project Approach Project Procedures Project Procedures –Review Scope of Services –CM role in Each Phase –A/E role in Each Phase

20. McDonough Bolyard Peck20 DESIGN PHASE

21. McDonough Bolyard Peck21 DESIGN PHASE Design Phase Quality Plan should include: Design Phase Quality Plan should include: –Quality Control Procedures –Quality Assurance Procedures Design / Constructibility Reviews Design / Constructibility Reviews –Project Estimates Reconciled Estimates Reconciled Estimates –Value Engineering Studies –Schedule Updating and Monitoring –Quality Audits

22. McDonough Bolyard Peck22 DESIGN PHASE Design Phase Quality Plan should include: Design Phase Quality Plan should include: –Construction Phase Plan & Master Schedule Long Fabrication/Delivery Items Long Fabrication/Delivery Items Phasing Phasing Sequencing Sequencing Staging Staging –Construction Inspection & Testing –QA/QC Requirements –Owner/User Review –Commissioning

23. McDonough Bolyard Peck23 DESIGN PHASE Design Phase Quality Plan should include: Design Phase Quality Plan should include: –Design Meetings –Design Presentations –Agency Reviews –Funding Restrictions –Reports –Public Relations –Frequency and Type of Design Progress Reviews

24. McDonough Bolyard Peck24 DESIGN PHASE Design Progress Reviews Design Progress Reviews Should Include: Design Progress Reviews Should Include: –Review design narrative and design program –Verify agency reviews/approvals required –Scheduling/conducting periodic design conferences –Scheduling conferences with regulatory agencies –Developing and reviewing cost estimates – importance of independent estimates –Tracking and incorporating Owners comments

25. McDonough Bolyard Peck25 DESIGN PHASE Design Progress Reviews Design Progress Reviews Should Include: Design Progress Reviews Should Include: –Technical specification reviews: Applicability, conflict with drawings, consistency, clarity, named manufacture – “or equal”, warranty/guaranty, etc. Applicability, conflict with drawings, consistency, clarity, named manufacture – “or equal”, warranty/guaranty, etc. –Front-end specification reviews: General condition items, bid form, bid alternates, reports, scheduling, utility relo., change procedures, staffing, etc. General condition items, bid form, bid alternates, reports, scheduling, utility relo., change procedures, staffing, etc. –Constructibility Reviews –Contract Packaging –Value Engineering

26. McDonough Bolyard Peck26 DESIGN PHASE Quality Management Involves: Quality Management Involves: –Design Procedures –Design Presentations, Submittals & Reviews – 35%, 65%, 95%, 100% –Document Control – System & Matrix –Changes in Design Criteria and Changes in Scope – Obtain Approvals, Track, Estimate, & Schedule

27. McDonough Bolyard Peck27 DESIGN PHASE Quality Management Also Includes: Quality Management Also Includes: –Design Phase Quality Plan – QC/QA –Project Estimates –Value Engineering –Confirmation of the Construction Duration –Prepare a Master Construction Schedule –Constructibility and Design Reviews

28. McDonough Bolyard Peck28 DESIGN PHASE Constructibility/Design Reviews Benefits: Benefits: –Improve Quality of Bid Package –Better Define Risk –Facilitate Schedules –Reduce Exposure to Cost Overruns & Claims

29. McDonough Bolyard Peck29 DESIGN PHASE Constructibility/Design Reviews Identify key problems that affect the contractor’s scope of work: Identify key problems that affect the contractor’s scope of work: –Errors & Omissions –Ambiguities –Inconsistencies –Conflicts Improve the Quality Improve the Quality –Integration of Construction Knowledge into Design –Build ability / sequence

30. McDonough Bolyard Peck30 PROCUREMENT PHASE

31. McDonough Bolyard Peck31 PROCUREMENT PHASE Procurement Planning Advertisement & Solicitation Advertisement & Solicitation Pre-Qualification Pre-Qualification Government Reviews Government Reviews Contractor Interest Program Contractor Interest Program Instruction to Bidders Instruction to Bidders Pre-Bid Conference Pre-Bid Conference Proposal Protocol & Bid Opening Proposal Protocol & Bid Opening Pre-award Conference Pre-award Conference NTP/ Letter of Intent / Notice of Award NTP/ Letter of Intent / Notice of Award Contract Award Contract Award

32. McDonough Bolyard Peck32 CONSTRUCTION PHASE

33. McDonough Bolyard Peck33 CONSTRUCTION PHASE Construction Quality Management: Structured process of ensuring that… …construction conforms to the quality standards established by the Designer …construction conforms to the quality standards established by the Designer …construction is on-time …construction is on-time …construction is under budget …construction is under budget

34. McDonough Bolyard Peck34 CONSTRUCTION PHASE Owner Safety Safety Aesthetics Aesthetics Durability Durability Efficiency Efficiency Timeliness Timeliness Cost Effectiveness Cost EffectivenessContractor Safety Safety Reduce Re-Work Reduce Re-Work Earlier Completion Earlier Completion Reduce Costs Reduce Costs Reputation Reputation Pride Pride Construction Quality Management Benefits

35. McDonough Bolyard Peck35 CONSTRUCTION PHASE Managing Construction Quality… …through a Quality Control & Quality Assurance (QC/QA) Program …through a Quality Control & Quality Assurance (QC/QA) Program …through Contract Administration …through Contract Administration …through Teamwork …through Teamwork

36. McDonough Bolyard Peck36 CONSTRUCTION PHASE QC / QA Quality Control (QC) Quality Control (QC) - typically Contractor - preventive - preparation - inspection Quality Assurance (QA) Quality Assurance (QA) - typically Owner/CM - verify QC working - verify compliance

37. McDonough Bolyard Peck37 CONSTRUCTION PHASE QC / QA Two Methods 1.All QC under Contractor 2.Some QC under Owner, CM, or A/E Contractor not responsible for inspecting, sampling/testing –Advantages –Disadvantages

38. McDonough Bolyard Peck38 CONSTRUCTION PHASE QC / QA QUALITY CONTROL PLAN (Basis for Achieving Quality Work) QC Manager / Staff Requirements QC Manager / Staff Requirements Features of Work Features of Work On-Site / Off-Site QC On-Site / Off-Site QC Submittal Procedures Submittal Procedures Pre-Installation Meetings Pre-Installation Meetings Delineation of QC Responsibilities Delineation of QC Responsibilities QC Testing / Reporting / Scheduling QC Testing / Reporting / Scheduling Deficiency Tracking Deficiency Tracking Turnover Procedures Turnover Procedures Job Specific Job Specific

39. McDonough Bolyard Peck39 CONSTRUCTION PHASE QC / QA Pre-Installation Conferences: (before each major new phase of project) Site work Site work Concrete Concrete Masonry Masonry Steel Steel Roofing Roofing Painting Painting Flooring Flooring Fire Protection Fire Protection Mechanical/Electrical/Plumbing Mechanical/Electrical/Plumbing Technology Technology

40. McDonough Bolyard Peck40 CONSTRUCTION PHASE QC / QA Pre-Installation Conferences: (before each major new phase of project) Contract Documents Contract Documents Related Change Orders Related Change Orders Purchases/Deliveries Purchases/Deliveries Submittals Submittals Mock-ups Mock-ups Possible Conflicts Possible Conflicts Schedule Schedule Environmental Limitations Environmental Limitations Testing and Inspecting Testing and Inspecting Protection of Personnel Protection of Personnel Access and Space Limitations Access and Space Limitations

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46. McDonough Bolyard Peck46 CONSTRUCTION PHASE QC / QA Follow-Up Meetings: Meeting just after work begins Meeting just after work begins - check initial work for compliance - review testing procedures - review safety - resolve interpretation differences Ongoing inspections Ongoing inspections - assurance of continued compliance - verify daily control testing

47. McDonough Bolyard Peck47 CONSTRUCTION PHASE QC / QA Testing QC Testing QC Testing - continuous - reporting - qualified personnel - equipment calibrated QA Testing QA Testing - random verification

48. McDonough Bolyard Peck48 CONSTRUCTION PHASE Commissioning: Verification that design, construction, and operation of systems are meeting Owner’s goals Optimize energy efficiency (5% – 10%) Optimize energy efficiency (5% – 10%) Indoor Air Quality Indoor Air Quality Occupant Comfort / Productivity Occupant Comfort / Productivity

49. McDonough Bolyard Peck49 CONSTRUCTION PHASE Commissioning: By A/E, GC, or Independent Agent By A/E, GC, or Independent Agent Begins during initial planning & design Begins during initial planning & design Include in bid documents Include in bid documents Submittal review Submittal review Installation verification / sampling Installation verification / sampling Functional testing Functional testing O&M training plan development O&M training plan development

50. McDonough Bolyard Peck50 CONSTRUCTION PHASE Administration Project Kick-Off Meeting - Permits - Lines of Communication - Document Flow - Payment Procedures - Construction Plan & Schedule - Quality Management Plan - Safety Plan - Job Meetings - As-Built Documentation

51. McDonough Bolyard Peck51 CONSTRUCTION PHASE Administration Schedule Review Baseline Baseline –Adequate Detail / Durations –Realistic Logic –Critical Path –Milestones –Submittals –Calendars Updates Updates –Review Report –Analyze Changes to Durations/Logic –Analyze Update Information –Express Concerns / Require Action

52. McDonough Bolyard Peck52 CONSTRUCTION PHASE Administration Document Control Document Control –ASI’s –RFI’s –Non-Compliance Notices –Issues Change Control Change Control –RFP’s –PCO’s –CO’s –CCD’s Change Reviews / Approvals Change Reviews / Approvals

53. McDonough Bolyard Peck53 CONSTRUCTION PHASE Administration Daily Reports & Records Daily Reports & Records –Computerized –Detailed (# of workers, equipment, etc.) –Description of work –Delays –Weather Disputes Resolution Disputes Resolution –Resolve early if possible –Resolve at high levels

54. McDonough Bolyard Peck54 CONSTRUCTION PHASE Administration Closeout: Punch List Preparation Punch List Preparation Punch List Corrections Punch List Corrections Substantial Completion Substantial Completion Beneficial Occupancy Beneficial Occupancy O & M Manuals / Training O & M Manuals / Training Spare Materials Spare Materials Warranties Warranties Final Acceptance Final Acceptance

55. McDonough Bolyard Peck55 CONSTRUCTION PHASE Teamwork Relationships Relationships - Communication - Understanding Partnering Partnering - Common Goals - Formal - Informal Disputes Disputes - Objectivity - Consistency - Fairness

56. McDonough Bolyard Peck56 CONCLUSION Summary Summary Thank You Thank You