64-2023 - Professional Owner Advocate Project Management Services for Installation

Full Title: Professional Owner Advocate Project Management Services for Installation of Hydrogen Production and Dispensing Infrastructure at 421 Osborne

D5.          SCOPE OF SERVICES
D5.1        The services to be provided by the Project Management (PM) Team shall be as required to support the City in the oversight, execution, and control of all aspects of the Project.

D5.2       The primary responsibility of the PM Team will be to support the City in the successful delivery of the Project. Successful delivery of the Project includes that it is delivered within the assigned budget and schedule and the Project meets the quality of standards expected by the client groups, public and elected officials.

D5.3       The PM Services will be delivered from Pre-design to the completion of the Construction and Warranty, with the following general responsibilities:

1. support the City in the oversight of the Design-Build Contractor, and
2. provide services as project liaison to oversee and manage communications, coordination and resolution of project matters between all project parties and stakeholders including the Consulting Contract Administrator, Design-Build Contractor, External Stakeholders, and Technical Advisory Committees.

1. implement, control and maintain a document management system that allows the flow of information amongst all parties;
2. provide monthly update reports to the City with respect to project status including budget, schedule, risks/opportunities, stakeholder activities and progress as well as provide options analysis/recommendation as required to ensure compliance with the Project’s goals and objectives;
3. assist the City with development of responses to Audit requests;
4. liaise between Transit department and other City departments, authorities having jurisdiction, other Provincial or Federal public or private entities affected by or required by the project;
5. review deliverables and invoices submitted by the Design-Build Contractor and make recommendations to the City on acceptance;
6. implement a Risk Management Plan, provide associated monthly updates, and advise recommended actions to be taken on critical risks;
7. attend weekly internal and external project team meetings, including preparing the agenda, recording minutes, action items and upcoming work;
8. attend check-in meetings with the City and Design-Build Contractor as required; and
9. engage Project Management oversight by undertaking:
   1. project planning and document control;
   2. production of monthly status report and regular monitoring of project work;
   3. project scheduling monitoring including look ahead schedules and detailed workplans;
   4. project Cost Control process including forecasting costs to complete;
   5. cash flow management, including earned value management;
   6. quality control management and assurances;
   7. manage project records; and
   8. update and oversight of risk management process.

1. assist with Project Charter;
2. develop a Project Delivery Plan (PDP);
3. develop a Stakeholder Assessment and Communication Plan;
4. complete a Risk Event Identification checklist;
5. develop a Risk Management Plan (RMP);
6. complete an Environmental Impact checklist;
7. perform geotechnical analysis of proposed site;
8. set up, and maintain throughout the project, an Issue and Decision log;
1. assist the City in procuring the Design-Build Contractor by undertaking responsibility for RFP tendering in coordination with Materials Management as well as provide coordination and oversight of the RFP evaluation process; and
10. implement a document and file management system that tracks documents with access available to all parties involved in the project.

1. facilitate workshops with Design-Build Contractor team and Transit team;
2. attend weekly project team meetings (City, client groups, Design-Build Contractor Design Team, etc.);
3. assist the City with the review and response to Design-Build Contractor “Design Information Requests” (DIR), including outreach to internal and external stakeholders as required to formulate the appropriate response;
4. oversee the Design-Build Contractor’s work with respect to public and stakeholder engagement activities;
5. oversee the Design-Build Contractor’s preparation of preliminary and detailed designs of the new facility to meet the City’s project goals and objectives;
6. oversee the Design-Build Contractor’s work to meet City’s Green Building Policy, Accessibility Policy, Climate Action Plan and Climate Change goals; and,
7. oversee the Design-Build Contractor’s preparation of cost estimates.

1. support in obtaining necessary final approvals from Authorities Having Jurisdiction;
2. oversee completion of Commissioning process;
3. track construction deficiencies to completion;
4. assist clients with coordination of hand-over and occupancy of the facility;
5. provide advice for dispute avoidance and assist in dispute resolution;
6. develop and support the completion of Project Close out procedures;
7. assist with the coordination and compilation of facility operation and maintenance manuals, training, warranties and as-built plans; and,
8. coordinate warranty issues, create warranty and post-warranty reports final warranty and warranty walkthroughs.

1. Universal Design Policy http://clkapps.winnipeg.ca/DMIS/DocExt/ViewDoc.asp?DocumentTypeId=2&DocId=3604
2. Should this project include a public engagement aspect, it will be required to meet: Public Engagement Guidelineshttps://winnipeg.ca/PublicEngagement/pdfs/PublicEngagementRequirements.pdf
3. The most current edition of The City of Winnipeg Standard Construction Specifications https://www.winnipeg.ca/matmgt/Spec/Default.stm;
4. City of Winnipeg’s Project Management Manual https://winnipeg.ca/infrastructure/assetmanagement-program/templates-manuals.stm;
5. All other codes, standard, by-laws and regulations from the City of Winnipeg, Province of Manitoba as well as best engineering practices applicable to this job