Partially Remote - Flex Schedule to be discussed
Initiate immediately upon notice of award:
I. PRECONSTRUCTION
A. Review Estimate After Award For Accuracy And Changes
Commence pre-buyout strategy with estimator.
B. Create Schedule With P6 or Microsoft Project.
1. Define known subcontractors for activities.
2. Consult key subs and the Project Superintendent for schedule development.
3. Create activities in the Project Schedule to track O & M’s and as-builts.
C. Obtain Notice-to-Proceed
D. Obtain Contract and Execute
1. Read the contract completely and make notes outlining subcontractor and Reliant specific instructions to include in policies and procedures.
2. Provide Accounting and Contract Administrator with a thorough listing of project instructions that both will be responsible for including (but not limited to):
a. Certified payroll wage decision and exact procedures
b. Contract type (cost plus, hard bid, etc.)
c. Billing specifics: Owner and sub billing dates, format and special instructions.
d. Owner’s special lien release instructions and forms.
e. Terms of payment – define the entity that will be making payment to Reliant Construction with contact name, address, phone, and fax.
f. Names, address and phone numbers of key contact individuals, i.e. contracting officer, Owner’s representative, etc. (See Form A)
3. Negotiate a Schedule of Values with the Owner if required.
E. Buyout
1. Obtain final pricing from subcontractors and vendors based upon final buyout strategy.
2. Obtain three (3) references from new subcontractors and contact them prior to issuing a subcontract (this could include suppliers providing credit history).
3. Obtain and finalize a sub schedule of values and relate it to the Owner Schedule of Values and to activities on the Primavera Project Schedule for complex subcontracts.
4. Create a listing of “subcontractor instructions” with to be attached to the front of subcontracts. Define special requirements of subs including: (See From B)
a. Basic subcontract issues: insurance, bonds, lien releases including special releases required by Owners, billing date, etc.
b. Define Reliant Construction’s organizational chart for the project including all contact information: Project Manager, Superintendent, phone numbers, fax numbers, cell numbers. Site access and security information.
c. Site safety information.
d. Define the submittal process and request long lead material items.
e. Define subcontractor billing due date and notify sub that billings received after that date will be deferred to the following month.
f. Create a subcontractor list with ( Form C.)
5. Review preliminary subcontracts with Superintendent and/or Project
Engineer prior to sending out.
F. Write Subcontracts and purchase Orders and Send to Subs & Vendors
1. Make subcontractor instruction cover letter for the subcontract ensuring that the sub can’t miss it. (See Form B)
2. Define deadline (date) for execution and return of the subcontract (offer and acceptance per Uniform Commercial Code), after which the offer is void.
3. Provide a copy of all executed subcontracts to the Project Superintendent prior to commencement of sub’s work!
4. Ensure that subcontracts are posted in variance reports immediately by Finance Manager.
5. Ensure that Contract Administrator follows up and obtains executed subcontracts promptly and documents in compliance.
6. Ensure that Contract Administrator follows up and obtains insurance documents from subs prior to commencement of sub’s work.
7. Ensure that Contract Administrator follows up and obtains bonds for subcontractors that are bonded prior to commencement of sub’s work.
G. Execute and Complete “Job Set-Up” Procedures
1. New job number and name set-up.
2. Finalize budget and summary codes in variance report. (See Form D)
3. Review variance report for accuracy.
II. CONSTRUCTION
A. Establish Site Offices and Communications
B. Meetings
1. Project Manager – Establish and conduct regular weekly coordination meetings.
2. Superintendent – Establish and conduct regular weekly foremen meetings.
3. Superintendent – Conduct phase prep meeting with subs and site personnel prior to commencing with construction of each phase of the project.
4. Superintendent – Conduct weekly safety meetings and document agenda and attendance (all site personnel are required to attend and contribute).
C. Superintendent Daily Logs and RFI Logs
1. Superintendent – Create and maintain detailed superintendent Daily Logs and report to Project Manage weekly. (Form G)
2. Superintendent – Create and maintain detailed RFI Logs and submit to Project Manager weekly and review important issues with Project manager weekly.
3. Project Manager – Establish Superintendent Daily Log procedures and review Logs weekly.
D. Deficiency Reports
1. Project Manager – Establish deficiency reporting procedure.
2. Superintendent – Complete and submit deficiency reports to Project Manager on a daily basis.
E. Superintendent Miscellaneous Duties at Site
1. On certified payroll projects, complete and submit to CA on or before Monday of each week, a Weekly Subcontractor Time Log” for all subcontractors working on the project the prior week. (See Form F)
2. On cost plus contracts, complete and submit to Accounting on or before Monday of each week, a “Tools Time Sheet” for tools that were used in construction at the site the prior week.
3. On all projects, complete and submit to a designated person on or before Monday of each week, a weekly tool inventory for tools on site the prior week.
4. Collect and deliver to Main Office, all delivery tickets and receivers for materials delivered to the site.
5. Create and maintain 2-Week Look Ahead Schedules.
F. N/A
G. Project Manager Miscellaneous Duties On All Projects
1. Visit the site at least once (1) time per week and inspect the work. Update the Project Schedule at least once per month and post on site.
2. Provide to Superintendent, weekly updates on submittal items.
3. Coordinate and supply copies to Superintendent weekly of all testing reports and results.
4. Verify Superintendent’s 3-Week Look Ahead Schedules.
5. Update submittal register at least once per month.
6. Provide project report update at weekly meeting. (See Form E)
III. BILLINGS
A. Ensure Reliant Construction has Received All Change Orders Due From Owners
B. Obtain Sub Billings by Deadline Noted in Subcontract Agreement
C. Reconcile Sub Billings to Schedule of Values Updated for Change Orders
D. Billings Progress Meeting
Project Manager and Superintendent have a “billings progress meeting” to discuss represented progress by each subcontractor compared to actual progress on the work and to establish billable percentages for all items on the Owner Schedule of Values. Cutback over-billed subs and promptly submit corrected billing copies to subs.
E. Update Sub Change Orders and Reliant Construction Change Orders in Accounting Prior to Billing
F. Owner Billing
1. Create the Owner billing based upon subcontractor bills and Project Manager/Superintendent progress meeting making special effort to bill for the maximum possible amount on each line item.
2. Meet with the Owner to review the billing. Request a reduction in Reliant Construction’s retention at each billing meeting.
3. Submit the approved billing to the Owner after incorporating Owner revisions.
4. Submit a copy of the approved billing to the Finance Manager & Contract Administrator who files it in the job file.
IV. CLOSE-OUT
A. Create Activity in Schedule for Close Out and Assign Date
B. Punch list
Complete punch list items within one week of receipt of the punch list.
C. O & M Manuals
Collect all O & M Manuals and documents prior to Substantial Completion.
D. Certificate of Occupancy
Obtain the Certificate of Occupancy (C.O.) and Certificate of Substantial Completion from Architect at the earliest possible date.
E. Change Orders
Close out all Change Orders from the Owner to Reliant Construction and from Reliant Construction to the subcontractors and vendors.
F. Collect Final Retainage from Owner and Release Subcontractor Retainages
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