Services Sangam Project Consultants

General

Programme Management Consultant (PMC), acting on behalf of and for OWNER as project manager, will monitor, coordinate, manage and administer the activities of participants in the Project with a view to its timely and economical completion within predetermined schedule, cost and quality & HSE parameters. PMC shall develop a customized project management procedure manual for the performance of all services and implement it after OWNER’S review. PMC will perform, or cause to be performed, in accordance with approved procedure by OWNER.

PMC shall submit the proposal along with, Space for Office, Nos of office cabins, Office equipments like Nos of computers, Fax Machine, internet connection, etc., required to execute scope of work. PMC shall ensure that all office & field personnel are given a mobile phone for effective and timely communication and co-ordination. PMC will provide services for the Project, as described below and as necessary for the construction of the Project.

Scope of Work:

CONSULTANT shall provide all services necessary to perform Overall Project Management and supervision for Commercial area design & construction consisting of following:

      - Retails sector
      - Hospitality sector
      - Commercial Office sector
      - Residential sector

Including infrastructure development of any commercial area in co-ordination with OWNER and other Design consultants for the same.

WORKS INCLUDED:

CONSULTANT shall deliver following services through out the contract duration:
  • PRE-CONSTRUCTION PHASE:
    • Suggestions in the development of Project Brief
    • Identification, evaluation & appointment of Consultants & Contractors for balance works/facilities/structures
    • Prepare the scope of work/services, milestones, deliverables, etc., for appointment of any Consultants/Contractors.
    • Ensure the Contract Management for all the stages of the work.
    • Review of the design deliverables with respect to Cost/ buildability and make a report to the OWNER with recommendation.
    • Ensure interfacing of all technical aspects of the development
    • Supervision of the design deliverables of the Architect and Consultants and monitoring the same so as to ensure right data, information and details in right quality are delivered to Company and/or Contractor as applicable as per the schedule based on requirements at site.
    • PMC to manage the Design, material approval Schedules and issuance of Good for Construction Drawings Schedules in a manner that it has no time and cost impact.
    • Value addition for design data with respect to quality, cost and buildablity point of view.
    • Preparation of the tender event schedule covering all the packages to be contracted and out sourced and brought items.
    • Preparation of the master programme, monitoring and control.
    • Preparation of the detailed bill of quantities for all the disciplines as per tender & Good for Construction levels to avoid any extra items during the execution of the work.
    • Preparation of the budget, monitoring and cost control.
    • Submission of the procurement strategies to the OWNER including capital items based on availability & lead time.
    • Preparing/Checking and validation of the tender documents from
      • Quantity, Cost and construction schedule
      • Buildability
      • Construction friendly and quality control friendly aspects.
      • Package interfaces.
      • Availability of material locally
      • Identification of long delivery items, etc.
    • Assistance to OWNER and its architects and Consultants in pre-qualification of Vendors/Contractors.
    • Conducting pre-bid technical meetings with Vendors, Contractors, Consultants and OWNER to resolve technical issues so as to ensure that bids from all the competitors are at par with each other for comparison.
    • Receiving the bids from Contractors.
    • Preparation of Technical Comparatives.
    • Layout/Plan for store, stockyard, site offices and Site infrastructure plans.
    • Facilitate programme to OWNER’S representatives/Contractors/Vendors.
    • Preparation of the Site Directory.
    • Establishment of a document control system and communication of the same to all the agencies involved in the Project.
    • Coordinate, Monitor and managing of all the sanctions and approvals from local agencies at all levels through OWNER appointed Liaison Architect/consultant without affecting the milestones.
    • Submission of Weekly & fortnightly/monthly reports to the OWNER in the format approved by OWNER.
    • PMC to propose for OWNER’s approval for the finalization of the Nominated Sub-Contractor (NSC) , however, it will be the responsibility of PMC that all NSC operate under the main Contractor or through direct contract with common conditions of contract under control of PMC.
    • PMC shall prepare the budget based on the Conceptual stage approved by the OWNER.
    • PMC shall prepare the detailed quantity survey i.e., detailed bill of quantities with specifications based on the approved design development stage.
    • PMC shall prepare and submit the rate analysis as per market rates for all the items.
    • PMC shall prepare the standard system for stores including inventory management/goods receipt & issue, reconciliation of materials, etc.
    • Development of cost monitoring/control system at package/discipline/activity level details.
    • PMC to ensure that facility management (FM) provisions are implemented at the design and construction stages only.
    • FM/Operator shall inspect for all the provisions for the FM operations.
    • FM including preventive maintenance to be done with minimum time and cost and minimum disturbance to the occupants.
    • PMC to independently manage the all the contracts for works/activities/facilities/structure and consultancy.
    • PMC to manage the design, construction, testing, commissioning and handing over the schedule, PMC to sign off all the MS approvals and IFC drawings.

  • FIELD ENGINEERING, ENGINEERING SUPERVISION & DESIGN SUPPORT
    • Provide drawing control, review and process of shop drawings and material samples; monitor and coordinate submittal and review of supplier and contractor shop drawings, material samples, test reports and other certifications and submittals to and by architect, engineer and consultants as required by purchase orders or contract documents and monitor compliance by suppliers and contractors with such review.
    • Review of drawings submitted by Consultants to the satisfaction of OWNER and to ensure that extra items are minimized.
    • Arrange for resolution of conflicts pertaining to contract drawings or specifications after contracts or purchase orders have been awarded, manufacture or construction has started, and resolution of engineering problems relative to contracts and purchase orders.
    • Arrange sketches/drawings for preparation by architects and engineers, designers or consultants, in order to clarify contract drawings or specification details.
    • Review or arrange for review by architects and engineers, designers or consultants of shop drawings, installation and other suppliers’ and contractors’ drawings and documents as required for reasons of complexity, interference or other design decision requirements.
    • Review or arrange for review by architects and engineers, designers or consultants of material samples, test reports and other certifications and submittals by suppliers and contractors for conformance to drawings and specifications when desired standard is not easily definable. Validation of the above before releasing to the Contractor/Vendor as approved.
    • Develop Standard construction methods and procedures and engineering procedures functional department interface procedures.
    • Review & checking of as-built drawings submitted by Contractor to the satisfaction of OWNER.
    • In case of change of specifications formal approval from the OWNER is required along with reason for change with justifications.
    • Maintain primary survey control records of surveys performed by others.
    • PMC shall assist OWNER for the identification of Lay-down areas, identification of areas for plant & machinery required for the project.
    • PMC shall ensure implementation of works in accordance with the specifications, Schedule and budget and ensure all necessary documentations is collected, checked and filed.
    • All activities related to field studies design and Documentation should be done as per latest BIS codes and relevant publications. For Aspect not covered by International Standard Practices such as British and American Standard may be adopted in consultation with OWNER. In case of any change in Specifications needs formal approval with reason for the change including justification as well as cost & schedule impact, if any.
    • PMC shall interact with Various Design Consultant/ OWNER to resolve various issues before the construction, during the construction till completion of works at commercial area.
    • PMC shall develop centerline and edge line coordinates (Northing and Easting) at suitable interval and check for compliance for various utilities in commercial area before Execution. In case of any disparities PMC shall check the same with OWNER.
    • PMC shall review and verify the design for the OWNER on design drawings as per site-specific requirement and review designs given by CONTRACTOR. OWNER’s shall approve any such type of changes before implementation.
    • PMC shall ensure that all survey works by the contractor shall be accurately marked with respect to Master plan on the ground. (Like Layout of buildings, roads and services). Deviation in survey shall be resolved by PMC. Any deviation in survey shall be approved by OWNER.
    • PMC shall ensure that all RFI’s (Request for Information) are to be resolved in a timely manner (i.e., within 7 days) without hampering the progress of the work at site. PMC to submit drawing registers and RFI logs on a weekly basis.
    • Maintain the Site Diary/Invoice log/register and resolve the issues in a timely manner without hampering the progress of works at site, if any.
    • PMC to ensure that construction is done strictly in accordance with approved shop drawings/CSD/RCP (approved with comments – construction to proceed subject to full compliance).

  • ENVOREMENT, HEALTH AND SAFETY REQUIREMENTS:
    PMC shall ensure that while carrying out the services under the assignment the consultant shall place due importance and regard to the overall aesthetics and ambience. The PMC Shall also takes due precautions to ensure all necessary Compliances for Environmental and Health & Safety requirements at site as well as at Contractors labour camps.

  • QUALITY ASSURANCE/ QUALITY CONTROL
    Establish and manage implementation of a quality assurance and control program, in order to ensure the Quality for the project from start to end as per below
    • PMC shall prepare a QA/QC plan along with Quality Organization Chart for better communication with OWNER. PMC shall take OWNER’S approval before the implementation of QA/QC program.
    • PMC’s has to take “METHOD STATEMENT” of all activities well in advance before start of work for review and approval in coordination with OWNER (Method Statement is complete work Sequence of a item including the resources to be used).
    • PMC to ensure that Consultants specifications are followed in strict adherences and no deviations from approved QA/QC procedures.
    • PMC to prepare a Schedule for testing of all materials and maintain the record for the same.
    • Perform inspection of the contractor and supplier's work for conformance with the contract and purchase order documents.
    • PMC shall ensure suitable & sufficient tests of materials and equipment as required for conformance with specific requirements of contract documents, and document results of the tests. Where tests indicate lack of conformance, initiate action to secure conformance.
    • Note deficiencies in the contractor and supplier's work, cause corrections to be made, and check the remedial work and facilitate to rectify the deficiencies as per approved methods/IS provisions.
    • Provide a record of tests made and other actions to verify quality of the work/materials and conformance with contract and purchase order documents. PMC to sign off all inspections requests.
    • PMC shall ensure that only approved material is used in the works and PMC will perform the random checks on the approved materials to be used in the works.
    • Check and monitor daily inspector's reports by all field inspectors/Engineers including a narrative of the work in progress, notations on tests made, pertinent facts as to problem areas and recommended solutions.
    • Cause to be performed by independent testing for the following items:
    • Maintain completed records of all test results including suppliers material tests.
    • In case of any Non-conformance by the contractor, a non-conformance report is to be generated; it should be verified after the clearing &recorded. If required, PMC has to prepare the repair procedure along with the manufacturer recommendations and its catalog or product data sheet.
    • PMC shall conduct monthly technical quality audit in co-ordination with OWNER.
    • If any material / Equipment is sent for testing / calibration outside Lab, that lab should be accredited by
    • Maintain daily inspector's report records by areas and categories to facilitate easy reference.
    • The PMC shall provide expert advice for the adequate and effective maintenance management of the completed work including the preparation of maintenance Manual.
    • All notations, abbreviations and symbols used in the reports, documents and drawings shall be as per International Standard.
    • PMC shall respond the queries raised by OWNER within 3 days or lesser time as soon as possible considering the nature of query and its impact on the activity.
    • PMC to control the central documentation control system and OWNER’s representative to have a access for the server.

  • CONTRACT ADMINSTRATION
    Establish and implement a project administration program, including contracts administration in order to:
    • Maintain complete records for contracts orders from award to final acceptance, payment, and close-out These records will include:
      • Construction contracts and purchase orders.
      • Conducting Kick-Off meetings as and when Contractors come on board.
      • Record of all correspondence and meetings pertaining to the contract and purchase order.
      • Progress payment records based on quantities and Quality of work in place or percent of work completed to the satisfaction of OWNER.
      • Design drawing control and supplier print control.
      • Drawing and specification clarifications.
      • Record of all changes, deviations and substitutions, which have been evaluated, estimated, negotiated, and accepted.
      • Final acceptance
      • Final payment
      • Maintain the logs for Bank Guarantees, Contracts, Contract Amendments, Change Notices, incoming & out going correspondences, workmen compensation policies, PF Challans, Labour license, Contract Schedules, Back charges, RFIs, Invoices, etc., for all Consultants & Contractors.
      • PMC to verify the invoices and actual physical measurements of work completed.
    • Provide progress payment controls by:
      • Verifying measurements and calculations performed by the contractors in accordance with the construction contract including Consultancy contracts.
      • Developing a detailed breakdown for any lump sum prices to facilitate systematic and reasonable progress payments.
      • Preparing a progress payment estimate each month reflecting the work accomplished.
      • Maintaining auditable documentation in the field office to support progress payment estimates.
    • Administer change orders/claims:
      • Cause to be prepared drawings or sketches as required for items of extra work or change.
      • Prepare an independent estimate for each change in the work or directed extra work to compare with the prices quoted by the contractors and suppliers.
      • Conduct negotiations with the contractors and suppliers along with OWNER.
      • Process each change order through the respective contractor or supplier and submit to OWNER for approval with relevant justification notes.
      • Process change orders/amendments to incorporate the changes or extra work into the contracts or purchase orders after OWNER’S approval.
      • Review and appraise claims from contractors and suppliers as to validity under the terms of the contracts and purchase orders to OWNER.
      • Prepare an independent itemized estimate of cost for claims appearing to be valid under the contracts and purchase orders and reconcile with the contractor and supplier's estimate.
      • Negotiate with contractors and/or suppliers to resolve claims, including documentation of the rationale for resolution.
      • Process approval notes for respective contractors or suppliers for any eligible claims as per provisions of contract and submit to OWNER for approval with relevant justification notes.
      • Develop change orders/amendments to incorporate the work covered by claims into the appropriate contract or purchase order after OWNER’S approval.
      • Day to day correspondences including contractual issues with all the Consultants & Contractors.
      • PMC to manage all the Contractual issues with all the Consultants/Contractors in such a way that there is no cost and time implication to the OWNER.
      • PMC to manage all the sub consultants and sub contractors including their design and work progress coordination.
      • PMC to propose the form of attendance of the main Contractor for the domestic sub contract and Nominated sub contract, if operating under the attendance of the Main Contractor.
    • Administer requests for extension of time:
      • Prepare findings of fact for each request by the contractor or supplier for an extension of time covering all the aspects of the request. Negotiate an equitable adjustment in time with the contractors or suppliers and submit an approval note to the OWNER with detailed schedule analysis, cost impact, if any, for approval.
      • Process change orders/amendments as above to incorporate the time extension into the respective contract or purchase order.

  • PROJECT CONTROL AND SCHEDULE MANAGEMENT
    • Project Control
      • Development of detailed budget based on Tender Documents.
      • Establish the cash flow for the commercial area by collecting & consolidating cash flows of individual contractors/consultants and update the cash flow requirements on regular basis as and when needed by contractor/consultant.
      • PMC shall inform the potential change which may have cost or schedule impact at least 6 weeks in advance for identification of change with detailed analysis to the OWNER for acceptance and propose a plan to mitigate the same.
      • On acceptance of OWNER, PMC shall prepare and submit a deviation report of identified change/ deviation in cost and schedule due to changes in design and construction from approved drawings, plan of execution, and construction quantities to the OWNER within 5 days of approval of change. The report shall include but not limited to the following: Reason for change, cost and schedule impact, cost analysis report, recovery schedule and recommendations to reduce time and cost impact.
      • Monitor, report and Maintain a log of identified and approved changes and submit it to OWNER on regular basis as and when needed by OWNER
      • Prepare and issue a cost report showing the comparative statement of contractual amount and actual cost and cost variance report with respect to budgets/estimates on regular basis as and when needed by OWNER.
      • Maintain the hindrances register package/contract wise which shall record any hindrances caused to the progress of the works, duration of such hindrance, date of clearance of such hindrances etc.
    • Schedule
      • Review and analyze the baseline schedules submitted by contractor with respect to milestones provided by OWNER, overall plan, work fronts availability, interfacing with existing and other potential contractors and establish the baseline schedules after obtaining approval from OWNER.
      • Review the updated schedules submitted by contractor with respect to baseline schedules and submit the schedules along with recommendations to the OWNER.
      • Review the revised schedules submitted by contractor and submit the schedules along with recommendations to the OWNER.
      • Review and analyze the floats available to contractor and shall submit recommendations to the OWNER in case of any potential utilization of available floats.
      • Monitor contractors' schedules and progress, assist in solving problems and recommend remedial steps as required to mitigate the changes that may impact schedule.
      • Monitor, and review the adequacy of contractor’s resources to meet established contractors schedules on regular basis.
      • Prepare and issue a monthly progress report summarizing the salient points of work undertaken and progress made. The progress report shall include the schedule projecting the progress made during the month and progress curves (S-curve) for graphical representation of baseline schedule and actual performance of contractors. CONSULTANT shall make presentation (monthly) to OWNER on the same.
      • Collect, review and maintain all the records of contractor’s daily progress reports, weekly progress reports, 4-week look ahead schedules and shall forward consolidated reviewed copy of the same to OWNER.
      • Organize weekly progress review meetings with OWNER’S, consultants, contractors, and suppliers as agreed by OWNER to review and resolve:
      • All potential, old and new problems.
      • Critical items and action items.
      • Schedule status - progress and conformance.
      • Detailed plan for next week and for next 24 days.
      • Maintain a record of project progress through periodic photographs.
      • Preparation of historical data / recommendations for the future planning / decision making.
      • Construction progress to be monitored and float tracking report to be submitted on fortnightly basis.
      • PMC shall report to OWNER in approved format using approved PM package indicating time and cost variances/schedules.
      • PMC to ensure that any value engineering items do not affect the milestone dates.
      • PMC shall use latest software (e.g. Expeditions etc.) for PMC functions including MoM and project monitoring and control.
      • PMC to finalise Construction programme in line with OWNER’s completion/partial use/Soft opening requirements indicating the milestone.

  • PROJECT COMPLETION
    Towards or after completion of the physical construction and installation of the various facilities and systems of the project, furnish, or cause to be furnished, punch listing and the following services to perform the check-out tests for facilities and systems required by the various specifications for the purpose of demonstrating to OWNER that the structural, civil, architectural, mechanical, electrical and special equipment components and other furnishings have been correctly installed and are ready to be used and operated. Tests will be observed and/or approved by OWNER at his option.
    • Arrange for the preparation of operation and maintenance procedures/Manual (and software system implementation) and compile operation and maintenance manuals for equipment and systems as required. Transmit and maintain documentation of transmittal to OWNER. PMC shall provide training of O&M staff and recommend institutional setup/Organization.
    • Plan, coordinate, and direct system check-out testing program.
    • Consult with and advise the operating staff and equipment suppliers regarding necessary modifications and adjustments, if any, to equipment and systems.
    • Coordinate the services provided by suppliers/contractors in adjusting, calibrating and verifying the correct installation of their equipment.
    • Arrange for preparation of punch lists of deficiencies, requiring contractor or supplier's correction prior to final acceptance and assist in contractor's checkout testing services.
    • Collaborate with and assist the operating staff in setting up operating and maintenance schedules and practices.
    • Formally advice OWNER when each of the contractors and suppliers have satisfactorily completed all work under the terms of their contracts or purchase orders.
    • Recommend OWNER's acceptance of services for each facility or system when it has been physically installed and tested in accordance with the drawings and Specifications.
    • Prepare retention schedules valid during defects liability period and transmit to OWNER all warranty agreements to be provided by the contractors or suppliers.
    • Maintain a set of drawings (06 six set of hard copy and one soft copy) and specifications
    • marked with "as-built" conditions. PMC to sign off the AS BUILT drawings (Drawings are prepared immediately on completion of each area).
    • Prepare a final project completion reports.

  • 432, Central Facility Building,

  • APMC Phase II, Mkt. 1,

  • Sector 19B,

  • Vashi, Navi Mumbai 400705

  • Phone:+91 22 27884187

  • E-mail: sangampc@vsnl.com