graham jones al ewan regulations. we are able to provide services across all stages of the...

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Graham Jones Al Ewan

Dubai | U.A.E | P.O. Box 26311

Abu Dhabi | U.A.E | P.O. Box 127117

T +971 2 6262633 F +971 2 6262637

[email protected] www.grahamjonesalewan.com 1 of 30

Graham Jones Al Ewan Engineering Consultants Australia – Dubai – Abu Dhabi

Project Management Program

Doc. Ref.: GJLE1/General/PM/13

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GJLE1 Profile

Project Management Group - GJLE1 is a professional services company, specializing in Project

Management in the construction, infrastructure, and real-estate industries.

With the UAE being a hub of growth and expansion in the construction field, there is real

demand for seasoned professionals that not just have a thorough understanding of project

management services, but can also keep up with the fast-paced constructions industry to suit

the innovative ideas that are being brought to the region.

GJLE1 has been founded to fulfill the need of aniche market, focusing its attention primarily on

the area of Project Management & Quantity Surveying of Construction of Projects.

While still being a growing Practice, GJLE1 brings a wealth of experience to its growing client

portfolio through its team, who amongst themselves, bring over 20 years of experience in the

industry. This experience has been gathered both regionally and globally through an

association with leading world class firms.

Our highly personalized approach to meeting client‟s objectives and our dedication to each

client‟s success have made us the preferred partner for many construction companies in various

sectors in the UAE and Middle East.

With a passion for innovation and challenging projects, GJLE1 hand –picks the finest and

brightest qualified professionals in Surveying, Architecture, Engineering, Risk Management,

Contract Management and Dispute Resolution from all over the world.

Not only do our people have the technical expertise, they also have sophisticated

communication skills. They understand your requirements and are committed to working closely

with you to ensure your objectives are met

By developing close relationships with our clients, and focusing our attention on their success,

we are able to fully understand the project at hand, and therefore, construct the right team of

professionals and subject matter experts to deliver results that go beyond expectations.

With an impressive track record of successful projects run by experienced Project Managers,

GJLE1 has earned the trust of major clients in the UAE. Whether it be strategic cost modeling or

advice in relation to contract and procurement, or pro-active cost management, value

engineering, or risk and value management, GJLE1 offers credibility, capability and an

assurance that its professional, experienced and continually developed resources will deliver

real savings and value at all stages of the project lifecycle.

Our international expertise coupled with our extensive local knowledge has made GJLE1 really

stand out in the market, and outperform the standard.

GJLE1 professional services cover the management of a construction development from

inception to completion. Our primary service include: Project Management, Quantity Surveying,

Cost Management, Building Surveying, Contract Management, and a number of other extra

services.

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GJLE1 Services

1. Project Management

This provision comprises the professional management of the overall planning, control and

coordination of a construction project, or portfolio of projects, to ensure its completion on time

and on budget.

Our experienced team managers and coordinates all design, procurement and construction

activities, ranging from site investigation and appointment of contractors, to health, safety and

building regulations.

We are able to provide services across all stages of the project‟s lifecycle, integrating all

required project activities into a comprehensive process of project definition, implementation,

review and audit and then defining and implementing a project which will bring about those

changes.

We monitor the development of projects to ensure that, as the design phase progresses, clients

are advised as to the most appropriate design solution at the lowest possible cost. This includes

advising on schedule and procurement options that would result in the most competitive price

and fastest delivery. As construction proceeds, we provide a full range of management services

focused on monitoring and controlling the cost and schedule of the project.

It is essential that project budgets are aligned with expectations for project scale, schedule, risk

and quality. We deliver clear and realistic advice at the earliest possible stage of projects

development, allowing our clients to make informed decisions at the outset. This requires a full

understanding of our clients‟ goals and aspirations, and application of our unique project

databases, specialist knowledge and skills.

Our Project Management duties cover the following areas:

Project Management:

Project planning and scheduling

Gantt-based construction project planning

Construction estimating and budgeting process

Cost analysis and control, construction of cost schedule and timing plans

Project status analysis

Site planning and preparation

Site Management, Progress Reporting, CDM Management

Appointment of design team, specialized Consultants & contractors

Client core team and contractor co-ordination

Identify and recommend design team members and consultants

Tender Procurement

Complete tendering process on all services and trades

Risk management

Quality Assurance

Procedure a strategy and reference handbook for the project

Ensure maintenance manuals are provided

Project Coordination:

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We provide pro-active project co-ordination covering all aspects of development from

inception to completion and subsequent occupation or sale.

Typically our service include management and co-ordination of the development process

including site location, feasibility studies, guidance in relation to funding and

procurement/development strategies, advising clients regarding the appointment of and

subsequent management of the professional team, co-ordination of the Construction phase

and management of the completed building in providing support services through the property

life-cycle.

In addition, using our skills, knowledge and experience coupled with the latest project

management software we are able to assist clients who have complicated build, refurbishment

or facilities management and maintenance programmes. We work alongside facilities and

development teams to develop, advice, manage and monitor a „master programme‟ of

proposed works.

Project Monitoring: In conjunction with our building surveying division, we can provide advice on the technical

aspects of a project to confirm the adequacy of the proposed design and technical detailing

for a range of projects. This work can involve advising on statutory applications, approvals,

licenses and consents and the Client‟s own specific design requirements.

Our core knowledge provides an ideal basis from which to ensure that the key financial and

contractual considerations are sufficiently considered. This extends beyond any main building

contract to consider other consultants‟ appointments, performance bonds, insurance

requirements, deeds of collateral warranty and the like.

II. Quantity Surveying

Controlling cost is a major component of construction project management; this provision

addresses the activities undertaken by GJLE1 to control expenditures and to obtain the best

value for money on major building and civil engineering investments.

GJLE1 provides complete cost planning and cost control services to protect team ensuring the

cost control is an active and dynamic process that manages, controls, and anticipates

construction costs. The approach taken is based on best value principles that ensure the

emphasis of our service is on understanding and achieving the Client‟s objectives.

We actively promote the latest developments in procurement and the changing culture in the

industry. We continually build on traditional principles and methods, and best practices

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established by leading Quantity Surveying companies around the world. But what makes us

really competitive in this field is our extensive local experience which allows us to foresee

possible future cost and uncover any issues that would influence cost planning, better that our

international counterparts.

GJLE1 pro-active Quantity Surveying services include: Estimating & Cost Planning, Tender

Procurement Contract Advice & Documentation, Cost Control & Monitoring, and Contract

Administration, Valuation & Final Account.

These services are offered throughout the project life cycle starting from feasibility phase

through to final account preparation and agreement.

The following is a detailed explanation of GJLE1duties under Quantity Surveying provision

throughout project phases:

Feasibility Analysis Phase:

Preparing estimates to enable a realistic budget to be established.

Design Development Phase: Preparing progressive elemental estimates as the planning progresses and

reconciling each one with the budget.

Assisting the design team to obtain economical design solutions through value

engineering and value management involving cost studies, cost comparisons and

life cycle cost analysis.

Tendering Phase:

Advising on the type of contract to be adopted. Drafting contract clauses to suit the special circumstances of the project and to

promote an optimal allocation of risks and a partnering relationship with the

contractor. Practicing fair and equitable tendering procedures.

Obtaining competitive prices from selected contractors by tendering with

Bills of Quantities or by adaptation of this system to suit the particular

requirements of the project time constraints and partnering arrangements with

the contractor.

Post-contract Phase:

Valuing the work in progress on site and recommending amounts of interim payments.

Measuring and valuing variations to the contract in accordance with the contract rates.

Preparing progressive financial statements regularly during the construction period to

keep the Employer informed of the financial status of the project.

Assisting the architect in the administration and interpretation of the contract conditions

to avoid or minimize claims from the contractor.

Examining, evaluating and negotiating any contractor‟s claims that may arise from

under the contract.

Preparing the final account which is a detailed statement of the final contract sum.

Building Surveying

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GJLE1 offers a complete range of Building Surveying Services on all types of building throughout

the industry sectors.

These services include defect diagnostics, fast track building surveys to enable clients to meet

acquisition deadlines for investment purposes, undertaking planned preventative maintenance

surveys and administering the schedules of planned works over a specified time or he whole life

of the building, preparation of specifications, tender and contract documents and

administering contracts for multimillion Dollar projects.

We are also able to offer specialist advice on dilapidations matters, party wall and boundary

disputes, rights to light, experts‟ witness, consents for alteration, building regulations and historic

buildings.

Contract Management

Attempting to resolve disputes can, by recourse to litigation or arbitration, be exorbitantly

expensive sufficient to deter many just claimants. There are, however, alternative forms of

dispute resolution which have evolved in recent years that are quick, relatively inexpensive and

should be considered as an effective way to obtain redress including adjudication, meditation,

conciliation and expert determination.

GJLE1 provides a pro-active and commercial service helping our clients to resolve outstanding

disputes expediently whilst keeping legal costs to a minimum. The strategy implemented for

each appointment is tailored and agreed specifically to suit the merits of each situation. We

assist clients to recover monies to which they are entitled, resist spurious claims or mitigate loss in

the unfortunate circumstances that the company is proven to be at fault.

GJLE1 contract management and dispute resolution services include:

Contract negotiations

Contract documentation

Inspection and warranty collection

Final sign-offs and approvals

Claims preparation and analysis

Creation of project brief, specification and objectives

Manage final account negotiations

Contract Administration Valuations & final Accounts

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Scope of Service (GJLE1 Service Portfolio)

Project delivery methodology Forward thinking, pro-active Project Management is an essential part of our integrated

approach to project delivery. By breaking down the project into the following phases, distinct

and specific objectives to be met by the Project Manager are identified in the ensuing sections:

Design phase

Bid & Award phase

Construction phase

Post Construction phase

To render the necessary Project Management services necessary to ensure that the following

project objectives are met:

The scope of the project is well defined and the Client interests are protected.

The overall construction will be completed in the shortest time frame possible, in

accordance with latest schedules, without compromising quality standards.

The construction work is performed in conformity with the design requirements and

specifications.

The Project budget is prepared and updated on a regular basis.

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Project Management and the Development Process

Project Initiation Define Project Scope

Establish parameter budget

Establish preliminary schedule

Establish pre Detailed Cost

Estimating /QS.

Marketing/Feasibility Studies

Parameter Cost Estimating

Detailed Cost Estimating/QS Project Manager Input

Phase 2 - Design Civil

Architectural

Structural

HVAC/MEP

Interiors

Landscape Architecture

Phase 1 – Master Planning Data Collection

Research and Analysis

Programming

Master Plan

Pre-Contract Management Design Reviews and Approvals

Value Engineering

Procurement Strategies

Contractor Selection

Budget Updates

Tendering/Contracts

Scheduling

Coordination

Phase 3 –Construction Contract Awards

Main Contractor

Subcontractors

Vendors

Construction Supervision

Post Contract Management Reporting and Info Systems

CO Management and Claims Avoidance

Budget Management

Schedule Management

Scope Management

QA/QC

O and M – start up and testing

Contract Close-out

Warranty and Guarantees

Pre

Co

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Co

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Design Phase

The approach to managing the project during the design will be pro-active not reactive. Our

integration into the design team and the provision of timely cost advice to the Consulting

Engineer will foster the positive approach of “design to cost” and significantly reduce the need

for redesign because of cost overruns.

The goal during the design phase is to complete a set of documents defining a cost-effective

Project that can be bid in the current local marketplace within the Owner‟s established budget,

performance and time requirements.

Contract Administration: We will provide necessary contract Administration services on behalf

of the client with the Consulting Engineer including but not limited to the following:

Monitoring and controlling the design schedule

Monitoring the performance of the Consulting Engineer in accordance with its contract

with the Client

Reviewing the work of the Consulting Engineer for conformance with Project

requirements

Reviewing and recommending payments of the Consulting Engineer‟s fee

Assisting the Client to negotiate resolution of disagreements with the Consulting Engineer

before mediation or litigation

Value Engineering Studies: is a formal and organized process to seek out the optimum value

for the initial investment level and long-term cost. During the early design stages, we will provide

2 value engineering studies once after the completion of the Schematic Design phase and

once during the Design Development phase taking into account capital, operating, and

maintenance costs to verity that the most cost effective design solution has been achieved. It is

important that these studies be carried out as soon as the necessary design data has been

developed. Our value engineering services will be oriented towards assisting the Client in

developing cost savings and efficiency increases either immediately or on a life cycle basis.

In recent years we have developed risk and value management as an integral part of project

delivery and our methodology is summarized as follows:

Risk Management Approach

Identification

Understand the base estimate

Identify sources of potential risk

Identify potential risks

Classification

Type of risk

Impact of risk

Consequence of risk

Analysis

Qualitative

Quantitative

Response

Reduce the risk

Retain the risk

Avoid the risk

Transfer the risk

Information Phase

Gather project data

Review project

Identify the functions

Identify value mismatches

Creative Phase

Generate

Alternatives

Evaluation Phase

Identify ideas with

most potential

Schematic Phase

Prepare proposals

Dev. Phase

Prepare

proposals

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Project Cost Report: We will prepare a Project cost report to compare and monitor the budget

for the Project to the actual costs incurred and the forecast to complete. The report will specify

estimated cost compared to the Project and construction budget.

Document Review: We will review all design and contract documents, both technical and

commercial. This review, and subsequent report, will encompass establishing cost and time,

identifying alternatives, documentation, and potential problems. We will monitor compliance

with the Milestones Schedule dates and submit revisions to the Client for acceptance.

Monitor Design Schedule: We will monitor the design schedule prepared by the Consulting

Engineer to ensure compliance with Project time constraints.

Design Phase Progress Reports: We will develop and implement a system for flow of

information to all Project parties concerning design progress during this phase. We will apprise all

appropriate parties of any actual or potential constraints to the Project goals through written

recommendations for corrective action.

Public Relation: If appropriate, we will assist the Client in public relations activities, particularly

those with respect to community relations and developing interest among bidders.

Procurement Strategy: The initial step during this phase is the establishment of a contracting

and packaging strategy. The strategy will be minimize the risk during the implementation of the

project and achieving all its requirements. The available alternatives to the Client are:

Single responsibility – general contract

Separate early contracts, including early material or equipment purchases of long lead

items

Separate prime contracts

Direct management of separate trade contracts and labor crews.

Each of these alternatives provides advantages and disadvantages. A detailed plan will

analyze each alternative and provide a final recommendation. The plan will address issues such

as the competitive bidding versus direct negotiation, schedule impacts for each alternative,

logistical obstacle, quality and safety.

As part of this phase a detailed analysis to develop physical boundaries for each package will

be conducted. The will assure that:

the boundaries are logical for contractors during the implementation

all the scope is accounted for

no overlaps between packages exist

develop contract documents with clarity of risk, responsibility and specialization

Meetings: We will conduct periodic Project meetings for the purpose of assessing progress,

adherence to the Construction Management Plan, documenting performance, planning for

completion, and taking necessary action to resolve current problems.

At a minimum there should be a meeting to discuss results of constructional reviews at the end

of each applicable design phase, plus a final review of the documents prior to release of each

bid package

Constructability Plan: We review the evolving design of the various facilities from schematic

designs, design developments through detailed design with the objective of assessing the

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economic viability of proposed materials/building system and hence recommending solutions

that will mitigate any possible negative impacts on the construction schedule and costs.

From the early design development phase, the Project Management Team will identify the

major building components (i.e. foundations, structural systems, underground structures and

services, façade and roofing systems, electromechanical plant and equipment) where the

installation of these items are directly dependant on other preceding critical trades. During this

phase, to continually undertake a Constructability analysis by evaluating the cost and schedule

impacts on the Projects.

The major criteria to be used by us throughout the design in the Constructability assessment are

listed here below:

Allowance for temporary integration of required crane age and material handling

equipment within the buildings during construction due to site restrictions.

Availability of required products locally and regionally as compared to sourcing from

the international market, particularly for limited quantities where cost and procurement

schedules may not be favorable.

Availability of specified materials through numerous competing sources to ensure best

price at most favorable delivery schedule.

Availability of local expertise for the systems and products specified.

Allowance of adequate tolerance in design to avoid construction problems and delays.

The above criteria will lead to fulfilling the project objectives and design through efficient

construction methods and proper material selections.

Project Policies and Procedures: develop and implement a Policies and Procedures

manual/project management plan (PMP) that will be tailored to the Development Project

requirements. The manual will be the guide for the project team, and will include a

management plan, which is a systematic, end-result oriented, living plan for the management

of the total program from pre-design through occupancy and operations in order to achieve

the programs goals. This plan defines how the project will procure design and construction

services, and defines the strategy and sequencing of the project. Together with detailed

policies and procedures, the manual will define the operating procedures for the entire project.

Pre-Qualification of contractors: a pre-qualification effort for all contractors is an effective

way of ensuring that participants are technically, professionally, and financially qualified to

undertake performance or supply obligations. A pre-qualification document will be prepared

and issued to potential Tenderness. Since the evaluation of the performance is for the most part

qualitative, the goal is to establish a legally supportable measurements system for the criteria

used. The most acceptable method is to use a qualify/disqualify test in conjunction with an

objective point rating system. This method will be developed in coordination with the Client

management. A minimum point score will be established for a contractor to pre-qualify.

In addition a questionnaire will be prepared to cover points such as:

Contractors‟ annual turnover, scope and value.

Current and future Commitments

Other prospects currently under consideration by the contractor

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Financial stability and Bonding Limit

Arrange visits to other projects in progress or recently completed

Interview specific individuals assigned to the project and compel adherence to the

contractors proposed staffing

Prepare Construction Contracts for Execution: One of the advantages of being exposed to

construction claims is the understanding of the importance of good contract documents. It is

has been our experience that many construction disputes originate from weak contracts. The

civil and Architectural Consultant will prepare the contract documents that the Client may

have and want to use.

During the review of the contract documents we will be viewing for contradictions in clauses,

flaws in legal language, ensuring that scopes of work are clearly defined and that the general

and special conditions are in accordance with international standards.

Bid and Award Phase: The goal in this phase is to secure bidders for each bid package that are qualified, competitive,

interested in the work, and capable of doing quality work within the Project time requirements.

Bidding and Contracting Process: The bidding and contracting process is a key element in

Project success. We will aid and assist the Client in soliciting and pre-qualifying bidders;

delivering bid documents and addenda; opening and evaluating bids; monitoring compliance

with and execution of construction contracts; arranging for owner-purchased equipment and

materials; and arranging for the provision for permits and insurance.

Estimates for Addenda: We will review in detail all proposed addenda. The quantification and

pricing methodology should be that used in the final construction documents estimate

submitted to the Client for approval.

Pre-Bid Construction Schedule: We will develop a pre-bid construction schedule and identify

major milestones for inclusion in the bidding documents prior to transmitting contract

documents to the bidders. The pre-bid schedule information is provided as a best estimate of

the proposed work sequence, contractual restraints and dependencies, and the contract

and/or Project duration based upon the completed design, past experience, and the Project

status and forecast information available at bid time.

Contractor’s Construction Schedule: We will encourage successful bidder(s) participation in

the Master Schedule to make them aware of their scheduling responsibilities and obligations are

required by the Contract Documents.

Communication Procedures: We will develop procedures for recording and controlling the

flow of communications from the Consulting Engineer. We will aid and assist in the establishment

of the systems and procedures for communications between the Owner, Consulting Engineer,

Contractors and PM over the course of the Project.

Pre-Bid Conferences and Meetings: We will conduct the pre-bid conferences, which are

intended to be a forum for explanation of Project requirements concerning schedule, access to

the site, time constraints, Owner‟s administrative requirements, and technical information

pertaining to the Project. We and the Consulting Engineer will accept questions from bidders

and responds in writing prior to bid closing Minutes of Meetings will be recorded and officially

issued to all bidders.

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Bid Openings and Evaluation: We will assist the Client in recording bid receipt times in a

formal procedure. We will evaluate the bids for completeness, responsiveness, and pricing and

should co-ordinate this evaluation with any technical review that may be required by the

Consulting Engineer. All bidder exceptions and clarifications will be resolved in a manner

suitable to the owner. Early bids should not be opened prior to the designated time, and late

bids should be formally returned unopened.

Post Bid Interview: We will conduct the post bid interview to discuss the proposed contract

with the bidder to whom award of the contract is being anticipated to be certain that they

clearly understand the Project scope and to discuss any bid alternatives the bidder may have

submitted. If applicable, we will confirm the absence of any bid errors and inform the bidder of

the permit requirements, as well as the required insurance documents, quality issues and any

special requirements of the contract documents. Items discussed will be documented.

Construction Phase The goal in this phase is the efficiency and expedition of the construction process through

professional planning and execution of Project activities, all focused upon fulfilling the Owner‟s

scope, cost, quality and time requirements.

Project Inspection: Periodic site inspection will be conducted to verify that the Contractor and

Consulting Engineer are fulfilling their contractual obligations. Progress of the Contractor will be

recorded and submitted noting any discrepancies. Daily logs will be kept and will contain a

record of weather, number of workers, work accomplished, work stoppages, problems

encountered and other similar relevant data.

Follow up: in obtaining building permits/NOC and special permits as required.

Review of comprehensive plans for temporary constructions facilities, utilities, off-site and on-site

transportation/access, central warehousing, lay down areas, and mobilization logistics. The plan

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shall include provisions job safety, first aid, security, site maintenance/cleaning and common

construction equipment.

Receive, review and monitor certificates of insurance for contractors, forwarding them to the

Client management.

Process Request for Information (RFI‟s) submitted by the contractor(s)

Assist the Supervision Engineer in the review of safety programs developed by each contractor

for compliance with contract documents

Hold periodic meetings with contractor (s) and major sub-contractors and material suppliers to

review progress and resolve potential problems

Provide administration of progress payment controls to ensure proper payment is made

consistent with work actually performed.

Submit written monthly progress reports to the Client documenting work performed. Status of

change orders, schedule status, budget versus cost status, cash flow forecast and other

pertinent project data as required.

Advise the Client on delivery, storage, protection, and security of owner-purchased

Quality Assurance/Quality Control:

Monitor submittal and review of contractor and supplier drawings, material samples, and

test reports and other clarifications and submittals by architect, engineer and specialty

consultants, as required by contract and purchase order documents and monitor

compliance by contractor(s) and suppliers.

Arrange for preparation of sketches or drawings by architect, engineer or specialty

consultants, in order to clarify contract drawings or specification details

Review proposed field changes and sketches, specifications and scope documents for

field changes

Assist in evaluating construction methods and procedures

Monitor inspection by architect/engineers of contractors of and suppliers work

conformance with contract and purchase order documents

Cause to be performed, tests of materials and equipments as required for conformance

with specific requirements of contract documents, and document test results. Where

tests indicate lack of conformance, initiate action to secure conformance.

Note deficiencies in the contractor and the suppliers work, cause correction to be made

and check remedial works

Provide a record of tests made and other actions to verify quality of work and

conformance with contracts and purchase order documents

Monitor reports by field inspectors including narrative of the work in progress, notations

and test made, pertinent facts as to problem areas and recommended solutions

Nominated Subcontractors: It may be in the Client‟s best interest to procure specialized

equipment and building systems (see below) separately in order to achieve a competitive

price, standardization and lower maintenance cost. If multi Prime Contractors are used for

the contraction of the Project, each contractor may provide the equipment from the

supplier who provides the most competitive price. This may not be in the Client‟s best

interest as the quality of the equipment may differ, larger stock of spare parts will be needed

and familiarization of the different equipment during maintenance will be required.

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Additionally, we have found that equipment suppliers will often provide price documents to

the end buyer against providing it through a general contractor. One way of avoiding these

issues is procure these items separately under a nominated subcontractor. We have

prepared a sample list below; however, the feasibility and complete list of such

procurement can only be made once the design is substantially completed.

Elevators and Escalators

Building Management System

Selected kitchen Equipments

Fire Alarm

Furniture, Fixtures, Equipment

If such procurement is necessary a separate system time phased procurement schedule will

be prepared and adhered to.

Contractor Co-ordination: We will establish procedures for scheduling and coordinating

the work of the Contractor to complete the Project in accordance with the Owner‟s

objectives regarding schedule, quality standards and Project budget. Administrative

procedure and standards forms have been developed on previous Projects and will be

implemented for processing approval and control of contract documents drawings, and

specifications, and change orders.

Scheduling: We will review and comment on the Contractor‟s Constructions Schedule level

1, 2 & 3 and analyze effect (if any) on the project schedule. Schedules to be analyzed from

the contractor include all construction activities, submittals and procurement plans. The

Contractor‟s Construction Schedule will be incorporated into the completion dates required

by the Master Schedule. We will continually monitor and report on the progress of all trade

and specialty contractors and prepare for a complete review and updating of the

construction schedule at least monthly.

Develop Change Order and Claims Procedures: development and implementation of

change order and claims management systems. We will provide several services to assist in

effectively managing change orders and claims.

Change Orders: We will develop a change order management system and a change

order reporting process. This system should identify all the steps in the change order process,

the responsibilities of each Project participant, the time frames for each step, the

appropriate forms, and the tracking and documentation of each step in the change order

process.

Contract Documentation and Consultancy Agreements: Preparation of General and

Particular Condition of Contract, identification of onerous clauses therein, identification of

contradictions and resolution of ambiguities giving rise to dispute-all in compliance with the

Local and Statutory regulations and provisions, best Contract preparation practices and

recent local case law studies. Preparation of Consultancy Service Agreements. Preparation

of Nomination and Novation Agreements, if any Determination on Parties liabilities and the

extent of each, Ensuring that amendments to standard forms are drafted to protect the

Client interests and that contractors and consultants are responsible for their work. Liaison

with the project team to support contractual issues (and when necessary drafting/vetting

correspondence).

Risk Identification, Analysis and Management: Identification of Employer Risks including, but

not limited to:

Management and advice on risk that may arise, for example, of delays, additional costs,

non compliance, non performance, or failure of the facility to pass performance tests.

Security Systems

PABX Systems

Chillers and AHU systems

Prefabricated features

Join

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Claim Avoidance: Enforcement of contract documents (on and off court). Active role

during the occurrence of a dispute and advice and recommendation on claim avoidance.

Claim Preparation: Establishment of validity and rightfulness, potential risks and benefits of

counter claim. Production of an in-depth legal analysis of Project Documentation.

Allocation of delay caused by Project Participants. Calculation of loss, expenses, and

damage. Negotiate strategy and settlement proposals.

We will perform a number of steps to maintain the claims management system, which is

similar to the change order management system. These include developing the system and

procedures, coordination with Project participants when a claims situation arises, meeting

with the Contractor to attempt to achieve the earliest possible resolution, making

recommendation to the client and tracking all claims through the entire process.

In addition, we will analyze the validity of claims, including technical, factual and

contractual elements of the claim and ensure that proper documentation is maintained for

the Project.

Alternative Dispute Resolution Service: Meditation Adjudication Arbitration

Claims Avoidance: We will also assist the Client in developing a claims avoidance system.

This includes risk analysis, development of appropriate provisions in the contract documents,

training of staff in effective techniques for avoiding and minimizing claims, and assistance in

the most effective means for resolving claims that cannot be settled at the Project level

Recovery Schedules: We will be directing the Contractor(s) to recover any lost time or time

delay that may result from various causes.

Claim Review: Once a Project is near completion of completed, we will review and

evaluate construction claims that remain open or are submitted after substantial

completion. Assist the Client by furnishing reports and supporting information necessary to

resolve the dispute(s) or defend against claims. We will make specific recommendations for

a claim management approach to investigation and fact finding legal review, and pricing

based on the merits of each claim outstanding. Additionally, we will identify any legitimate

defenses that may exist to mitigate all or a portion of a claimable issue.

Shop Drawings: We will closely track and review all contractor submissions, which are to be

sent directly to us for certification as a complete package. This procedure will permit us to

monitor all activities in the review process, using a computerized tracking system and

determine where shop-drawing delays may be adversely affecting the process. We will

record receipt of the package and forward appropriate copies to the consulting architect

or his sub-consultants for review and approval.

Punch Lists: In conjunction with the Consulting Engineer and the Owner, we will prepare a

list of incomplete or defective work (punch lists) prior to beneficial occupancy. When such

incomplete or defective work has been remedied, we will advise the Client and issue a

certificate of substantial completion, which indicates the work still yet to be completed as

exceptions to the certificate, in order to allow beneficial use, while still protecting the

Owner‟s interests. When we determine that all punch list items have been satisfactory

completed, the contractor‟s final estimated value of completed work will be reviewed and

the remaining monies due the contractor will be approved for payment.

As-built Drawings: We will have the Contractor maintain a marked set of working drawings

at the job site, indicating all changes and deviations from the original contract documents.

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At the completion of all work, these plans will be given to the Consulting Engineer for

verification of the final as-built set of reproducible plans prepared by the Contractor.

Equipment Maintenance and Training: For the various items of equipment provided as

part of the Project, we will ensure that the Contractor provides operations and maintenance

Manuals, training sessions for the Owner‟s operating personnel and routine maintenance

service for the period of time as specified in the general conditions.

Payment Requests: We will implement procedures for processing the Contractor‟s

payment in conformance with the contract requirements. We will review the payment

requests submitted by the Contractor for accuracy and determine whether the amount

requested reflects the progress of the Contractor‟s work. After such review, appropriate

adjustments will be made to each payment application and then a certificate for payment

will be forwarded to the Client.

Long Lead Items: review the project drawings for the purpose of identifying long lead items

(such as machinery, equipment and material(s) which can or must be separately procured

in advance in order to assure completion of the project within the time specified.

Safety Program & Environmental Issues: environmental and health and safety policies

which are adhered to throughout its offices. We place the highest priority on health & safety

within our organization and on projects with which we are associated.

Post Construction Phase Preparing and transmitting documents connected with final payment, the organization of

operation and maintenance manuals, assembling record drawings, and contractor follow-

up, Owner move-in or start-up, Contractor call back, and Contractor close-up.

Final Cost Report: We will summarize total Project costs in a final report, listing all change

orders and identifying any unresolved issues which may have a cost impact.

Spare Parts and Warranties: We will coordinate all requirements for spare pars and

warranties.

Final Permits: Dubai Municipality, DEWA, DU (telephone co.) and Dubai land require

permits to permanently use or operate the project. Some agencies are more stringent than

others and may require documentation, testing and statements concerning completeness

of the Project. Most require a final inspection. We will assure compliance with these

requirements and assist in securing all permits.

Final Payment: When the Contractor has completed all punch list items, we will arrange

with the consulting Engineer and the Client for a final inspection of the facility. When the

Client is satisfied that the work has been satisfactorily completed, we will make

recommendations, in writing to the Client, for final payments to the Contractor.

Contract Close-Out: We will coordinate and expedite the completion of Contractor

submittal requirements prior to contract close-out, including certificate of substantial

completion; completion of punch list work; final lien waivers; guarantees/warranties; and

final payment application.

We will work with the Client in final Project cost accounting, providing Project cost records

and general Project documentation as required and established at the outset of the Project.

Contractor Call-backs: We will remain on-site after substantial completion for the period

specified and agreed with the Client or as modified by subsequent agreement.

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Close Out Reports: All reports that have been issued during the design and construction

phases will be prepared in final form, summarizing the Project history. Cost accounting will

be prepared with the final resolution of all expenditures, these reports should officially note

the dates of substantial completion and commencement of warranties.

Project Management Control Systems (PMCS)

Planning and Master Schedule

Further to the above, a schedule management for the project packages/phases will be

implemented in Primavera for the hierarchy of schedule on the project as follows:

Project Master Schedule

Consultant and Contractor Project Schedules

Contractual Milestones

Overall Contract Schedule

Two Week Look Ahead

Submittal Schedule

The Project master is the overall evaluation and performance tool for monitoring the project

progress. It will be used to identify and coordinate inter-relationships between various

project components, authorities‟ approvals, client approvals and any other adjacent

projects. It will cover the various phases of the Project, Mater planning, Design, and

Construction. The Project master Schedule is developed during the planning phase in order

to establish a baseline. It also identifies major project milestones, and key contract and

financial milestones as identified in the various project contracts. This aspect of the Project

Management Services is detailed further later in this proposal.

The operation of this planning management shall include but not be limited to network

diagrams, schedule updates, computer generated schedules, reports and cost data

necessary to control and execute the project. All network diagrams requested shall be in

the precedence time scale format. The Project Manager will arrange to produce and furnish

to the Client, at the required intervals, the following schedules:

a) Master Schedule

Upon award of the contract we will meet with the Client to discuss and review project issues

with respect to the Project Master Schedule. This schedule will be developed, regularly

updated, refined and/or revised within the overall designated time span of the project and

will be furnished to the Client within a period of 15 days form contract award. Upon

approval by the Client, this schedule shall serve as the frame work for the subsequent

development of all detailed schedules.

b) Construction Schedule

During the construction period, we will review the construction schedule prepared by the

contractor. The schedule, once approved, shall be the contractual schedule against which

progress will be assessed. The schedule shall be sufficiently detailed so as to be suitable for

costs and resource loading against which payments the contract(s) shall be evaluated and

to ensure that the construction schedule is regularly updated to reflect the latest status of

works and tie it to established milestones keyed to the overall master schedule.

c) Adjustments to Project Master Schedules

Working with the various project parties involved, the Project Manager will, if deemed

necessary, revise, add or elaborate on original activities (within the overall time frame of the

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project) to ensure complete understanding by all participants of activities to be

accomplished and submit the same to the client for approval.

Cost Control

The basic requirement of a project budget is that it be realistic. The graphic on the following

page illustrates the process that PM uses to create, update/revise, and monitor budgets. The

process that PM uses endeavors to ensure from the very outset that the project budget is as

realistic as possible given the data available at any one point in time. In order to avoid

adoption of an unrealistic budget the PM will schedule a workshop with project stakeholders

to discuss and evaluate the budget prior to formal Client approval.

Project accounting will be accomplished using Expedition the companion software to

Primavera® (P3) and will include budgets and cash flow reports for each contract required

to execute the Project. Reporting will include comparisons of current working estimates or

contracts compared to the original budget, costs of approved and pending changes, and

costs to complete to each contract. Expedition will again be used as the software for this

cost control component.

The operation of this subsystem will include information and details to allow the Client to

update the budget to reflect the latest information and adjust the project requirements. In

close coordination with the consultant the following items will be prepared.

Current Working Estimates

Throughout the Design Development and review the overall project budgets allocated by

the Client, advice and recommend any adjustments or allowances that may be required to

accomplish the Project Master Program. Once approved by the Client, the budget should

form the basis for cost and financial control of the Project. To ensure that the budget is kept

up to date throughout the life of the project.

Reports

Cost reports based on comparison between the budgeted versus construction cost

estimates developed will be prepared and updated at intervals in the approved formats.

Cost estimates will be in various and proper sorting.

Cash Flow Projections

We will oversee production, as part of the cost control system and related will the schedule

control subsystem, cash flow projections for funding requirements for execution of the

project.

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Budget Formulation and Monitoring

Define the Project Scope Average the parameter (per square meter) cost of

comparable projects, adjust for any special

conditions (piling, etc.)

Assume appropriate building

system (structural, MEP), estimates

costs using the systems as though

design was complete; add in civil

works and specialty items

Compare and, with Client:

Set budget categories (work

breakdown structure or WBS)

Establish preliminary budget

SOFTWARE

Monitor and update budget

through design and

construction, advise client as

required

Project Accounting (budget

comparisons, cash flow,

approved and pending

changes, cost to complete)

Design consultant, or client QS

database, refine cost estimates as

more detailed design data

becomes available

Design / Specification Matrix

Client Supplied Vendor input

Value Engineering

Cost Estimating /Qs

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Information Management

Communicating and managing the flow of information effectively will be a key factor in making

this project successful. It is essential that an effective communication framework is

implemented, which is capable of enabling all project parties to report on progress, express

challenges and discuss how to achieve the project objectives.

The developed communications framework should be clearly set out within the project

execution plan and we assume the following hierarchy may apply:

Identification of project team members, roles and contact details

Lines of communications and reporting (pictorial)

Forms of communication for information transmission

Document/drawing control procedures

Procedures for information collation

Meetings-terms of reference, attendance and agendas

Reporting formats

The management of information for this project will me mapped to the agreed

hierarchy/procedures and will take advantage of our extensive IT capabilities and knowledge

management systems to support the project.

Our companies QA procedures will set out in detail the processes by which was ensure that

both the quality and integrity of our services are maintained.

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Scope of Service

(Quantity Surveying / Cost Consultancy Service Portfolio)

Generally the Quantity Surveyor / cost consultant shall be responsible for:

1. Advice on the proposed Development, Procurement and Packaging Strategies

respectively.

2. Advice on the appointment for the Concept Architect

3. Cost Control and Quantity Surveying Service to include, but not to be limited to:

initial construction cost estimate

development of cost plan through design stages

prepare and update schedule of areas

advise on procurement approaches

assist in value engineering

participate in risk workshops

prepare Bills of Quantities

prepare tendering and contract conditions

assist through the tender process

assist through the tender evaluation process

consolidate contract documents

For each respective stage as shall be construed hereunder:

Stage 1 – Concept Report

a) Assist the appointed consultants in reassessing the design of the building further to the

Employer‟s comments and preferences, and establish the agreed budget ceiling for the

Project.

b) Be responsible for maintaining this budget ceiling.

c) Attend and contribute at meetings with the Project Manager and other consultants.

Stage 2 – Scheme Design

a) Scheme Design

Provide a budget estimate for the draft scheme design from the design consultants.

The estimate is to be broken down in to, as far as possible, budget for each element of

the works and each trade package

Identify areas of potentially significant cost.

b) Scheme Design – Final submission

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Update the budget estimate to form the detailed and defined cost plan to be used as a

control document against which all future scope and design changes can be

monitored.

Provide estimated cost for the consultants‟ proposed alternatives and provide value

engineering costing for various design options as required.

Provide advice on cost in use implications of design proposals.

Provide advice on long lead items that may require early procurement to maintain the

development program.

If budget ceiling is exceeded then assistance must be given to the consultants to

achieve required ceilings.

Attend and contribute at design meetings with the Project Manager and other

consultants.

Stage 3 – Design Developments

a) Detail Design

1. During the development of the detailed design, attend regular meetings with the design

team and

Project Manager in order to review designs budget ceilings.

2. Discuss with the project manager and advise the Employer and the consultants on the

preferred procurement/packaging strategy including alternative methods if appropriate

and the preparation of pre-qualification documents if required.

3. At submission of the draft detailed design, provide the following:

Detailed Cost Estimate

Form of Tender

Instructions to Tenders including the Form of Agreement

Tender Appendices

General Conditions of Contract

Conditions of Particular Application

b) Detail Design – Final Submission

1. Incorporate comments from the Employer and amend documents and estimates

accordingly.

2. If the budget ceiling is exceeded then assistance must be given to the consultants to

achieve required ceilings.

3. Prepare detailed (90%) Bills of Quantities for all Contracts/packages including MEP

installation and other trade or sub-contract packages all in accordance with the

Principles of Measurements (international) as the latest issue from the Royal Institution of

Chartered Surveyors.

4. Actively participate in Values Engineering Sessions and advice the Employer with Cost

Capitalization Potentials and the reflection of each on the Cost Plan.

Stage 4 – Final Design and Tender Documents

a) Final Design – Draft Submission

1. During the developments of the final design, attend regular meetings with the design team

and Project Manager in order to review design against budget ceilings.

2. Prepare detailed (100%) Bills of Quantities for all Contracts/packages including MEP

installation and other trade or sub-contract packages all in accordance with the Principles of

Measurement (International) as the latest issue from the Royal Institution of Chartered

Surveyors.

3. Provide draft final version of documents and estimates required in (a) (iii) in Stage 3 above.

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4. If the budget ceiling is exceeded then assistance must be given to the Consultants to

achieve required ceilings

b) Final Design – Final submission

1. Incorporate all comments by the Employer into the documents and estimates

mentioned above.

2. Prepare Bills of Quantities and tender documentation (other than specifications and

drawings) for tender as necessary including Main Contract and sub-contractors and

Trade Packages as necessary.

3. Following the Employer‟s approval of the detail design, the design consultants shall

prepare final design drawings including but not limited to structural, mechanical,

electrical, plumbing and safety systems to suit the following list of trade packages:

Pilling and Shoring

Main Contract

Mechanical & Electrical

Lifts & Escalators

Landscaping

4. The Quantity and Surveyor shall thereafter prepare the following documentation for the

above Trade Packages for the approval of the Employer

Form of Tender

Instructions to Tenders including the Form of Agreement

Tender Appendices

General Conditions of Contract

Conditions of Particular Application

5. Collate, compile and issue complete tender documents to tenders including main

contractor and all

trade packages.

6. Identify insurance requirements and arrangements.

7. Actively participate in Value Engineering Sessions and advice the employer with Cost

Capitalization Potential and the reflection of each on the Cost Plan

8. Establish cash flow projections for the construction works while considering contingencies

and market conditions

Stages 5 – Determination of Tenders and Award of Contract

a) Determination of Tenders

1. Assist in answering any commercial tender queries from contractors including the

preparation of circulars and Tender Addenda.

2. Attend carious meetings required for main and sub-contractors.

3. Provide a financial review of the proposals received. Liaise with the consultants in order

to coordinate effects of any technical comments that effects bids financially. Include a

clear recommendation.

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4. Provide a detailed financial report and tables giving comparison between the estimates

and the negotiated bid.

5. If budget ceiling is exceeded discuss with the Employer and advise measures where

savings can be made. Assist the consultants in order to achieve budget ceiling.

b) Award

1. Seek all clarifications necessary from the contractors.

2. Review Performance Bonds and Advance Payment Bonds submitted by the Contractor.

Check that the Contractor complies with its insurance obligations under the

Construction Contract provided that the wording of the policies of insurance shall be

checked and approved by the Employer‟s insurance brokers.

3. Advise on Client draft letter of intent and compile contract documents

4. Assist and advise the Employer with regard to the Employer‟s responsibilities at this stage.

5. Attend the signing of the Contract

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Stage 6 – Construction Stage

1. Attend the site progress meetings and report to the Employer.

2. Review Performance Bonds and Advance Payment Bonds submitted by the Contractor.

Check that the

Contractor complies with its insurance obligations under the Construction Contract provided

that the wording of the policies of insurance shall be checked and approved by the

Employer‟s insurance brokers.

3. Attend and participate at Employer‟s representative Coordination meetings.

4. Checking advance, interim and final payment applications received form the Contractor,

adjusting as necessary and making recommendations to the Consultants for payment

certification purposes.

5. Provide cost reports every 28 days (or at such other intervals as may be requested by the

Employer‟s representatives) in such form and with such details as the Employer‟s

representative.

6. Shall require including monitoring of costs against approved contract expenditure, approved

budget and estimates of final expenditures together with revised cash flow and financial

implications of any anticipated claims

7. Review the consultant‟s instructions and comment upon cost implications and reports to the

Employer.

8. Advise the Employer‟s representative and the Consultants on cost and contract matters

generally including estimates of the cost of Proposed Variations Order

9. Establishing the value of Variations Orders, obtaining the approval of the Employer‟s

representative and achieving agreement with the Contractor:

Maintain register Variation Orders.

Maintain register of payments.

Administration of Provisional sum expenditures

Generally keep the Employer informed of the activities on site, problems that ma cause

delays or conflicts and any other related matters

Checking the Final Account submitted by the Contractor, adjusting as necessary and

making recommendations to the consultant.

Reviewing materials warranties submitted by the Contractor.

Checking the Final Account submitted by the Contractor, adjusting as necessary and

making recommendations to the Engineer.

Examining claims notices and submissions and advising the Engineer on their validity.

Advising of potential claims and claims avoidance.

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