Common use of Program Management Plan Clause in Contracts

Program Management Plan. Recommend to Owner and establish a Program Management Plan (PMP) that will allow for organized and proper management of all Projects and all Phases of the Program. Program Manager shall prepare the PMP for all Projects for incorporation into the Program in cooperation and consultation with the Owner with the objective of optimizing opportunities for Owner to reduce Project costs and expedite delivery of the Projects, to the extent reasonably and commercially possible. The PMP will include, but not be limited to: (1) Establishment and implementation of the following protocols: (i) a communication protocol which includes a visual organizational chart of key team players and diagrammatic depictions of the flow of communication; and (ii) a decision making and approvals protocol, including a flow chart of team roles and decision making points. The protocols herein shall be continuously managed and updated as A/E(s), Construction Manager(s), subconsultants, other Service Providers, and Owner’s consultants are added to the Project Team(s). Facilitate management and tracking of all team communication, including tracking of the status of all actions, items and activities, and the parties responsible therefor, and coordinate with Program Master Schedule and individual Project Schedules during design and construction. (2) Coordination of day-to-day operations of the Project Team, including the A/E(s), Construction Manager(s), and their respective sub-consultants and subcontractors, and Owner’s consultants, as well as conduct and document team meetings to establish and meet the Program Master Schedule. (3) Implementation, coordination, and management of the CPMS. Prior to implementation of a CPMS for the Program, Program Manager shall develop an advisory memorandum for Owner describing in detail the construction project management software currently utilized by Program Manager, and include in such memorandum Program Manager’s recommendations to Owner for a software system based on Owner’s requirements set forth below and in Section I.14. Further, Program Manager shall include in such memorandum five (5) owner references currently using the recommended software system. Owner shall have the right to reject Program Manager’s recommended construction project management software and require Program Manager, at no additional cost to Owner, to adapt and implement Owner’s standard CPMS (exact system yet to be defined). Program Manager shall provide and assign a key team member as a single point of contact to manage and maintain the CPMS on a daily basis. The CPMS shall provide all project participants and the Owner real time access to all Project information and communication throughout the completion of each Project. The recommended CPMS system shall: (a) Provide effective and organized methods of archiving information to facilitate retrieval when needed; (b) Consist of a complete paperless filing and document management with query capabilities across multiple Projects, with ongoing retrieval and support available to the Owner; (c) Provide for integrated project delivery if needed; (d) Allow real time access to the all project participants and the Owner to all project information and communication, and redline interface and markup capabilities on all documents and drawings; (e) Allow for multiple Projects within the same user interface and database, which will allow for a master report as well as individual Project reports for schedules, costs, changes, communication, and bidding; (f) Allow the Owner to establish role-based security and assign “titles” to all project participants which will limit access to different team members based on their role on the Project; (g) Allow for facilities maintenance features and capabilities that will allow the Owner continued access to all Project information and communication; (h) Allow for pre-configured and customizable templates with custom fields that allow for online input and queries and searches for standard forms of communication, including but not limited to Requests for Information, Architect’s Supplemental Instructions, Submittals, and Field Reports; (i) Be all inclusive and allow for scheduling, document control, cost and schedule forecasting, and cost-estimating, all in the same software system without the need for add-ons or supporting software systems, as more fully described in Section IV.2(A)(6); (j) Allow for structured workflow approvals and for document management or tracked flowchart approval process; (k) Include a tracking system and log of all changes, including identification of the team member handling the change, as well as cost and schedule implications; (l) Provide live technical support (service level agreements to be negotiated by Program Manager and Owner once a CPMS is selected); (m) Include a central vendor contact database that can synchronize with Microsoft Outlook and other commonly used databases; and (n) Provide security for data and transactions to protect Owner’s critical infrastructure. (4) Implementation, coordination, and management of state of the art PC based project communication for BIM (building information modeling) shared file and CAD shared file systems in accordance with Exhibit L. The Owner will cause the Architect/Engineer to provide to Program Manager and Program Manager Personnel, free of charge, limited electronic access to use and make copies of BIM data and electronic files of Construction Documents, subject to their prior execution and compliance with the Acknowledgement of Data Use Protocols (Exhibit B), with respect to such data and electronic files, in accordance with Section V.10 (Confidentiality). (5) Implementation, coordination, and management of a state of the art project quality control process that considers all aspects of quality from code and functional space program compliance through Project completion for all Phases and all impacted facilities. (6) Implementation, coordination, and management of a state of the art project cost and schedule control processes and related policies including but not limited to the following: (a) Estimating; cost reporting including a comprehensive system for tracking and predicting the cost of all items of change whether in the design or construction process; independently formulated cost estimates and cash flow projections; (b) Value engineering and value analysis and identification of methods to reduce cost, shorten schedule, and/or utilization of substitute materials and systems; (c) Budget analysis methods and identification of strategies for optimum utilization of Owner’s limited financial resources; and