CIP Program Management and Project Control Services

The vendor is required to provide CIP program management and project control services for assistance and expertise from a project management firm to manage and lead major state highway infrastructure projects or various other projects related to the capital improvement program (CIP).
- Partnership oversight:
•    Work with department to create a project delivery framework, including the development of an oversight partnership. 
•    This could include creating a technical committee and an executive committee partnership between department and the city to address challenges that may arise during construction. 
•    Develop and manage the partnership effort and facilitate any conflict resolution process needed.
- Contract management
•    Establish a contracting and staffing plan that indicates who will perform all different portions of the project scope of services, when it will be done and the anticipated associated cost. 
•    Manage PA &ED, plans, specifications, and estimate (PS&E) and r/w contracts including review and approval of invoices and developing amendments, as needed, to be approved through the city’s standard review and approval process. 
•    Provide quality assurance. 
•    Develop strategies to structure construction contract documents and associated environmental re-evaluation to allow for phased construction, if necessary, based on availability of capital funds. 
•    Complete, or solicit consultant support to complete quality pa &ed, PS&E and right of way for the construction package. 
•    Support the city in addressing and complying with requirements by department audits and investigations, if needed.
- Project meetings and communication
•    Develop an organization chart to define communications protocols and reinforce consistent messaging within the project team and to key stakeholders.
•    Arrange and facilitate meetings as needed to address project issues.
•    Lead and attend various project-specific meetings, including meeting preparation.
•    Report regularly to city on progress, issues, and resource needs.
•    Provide project status reports and funding reports as needed.
•    Serve as the liaison between the project team and the city.
•    Serve as the primary liaison between the city and key stakeholders.
•    Work with the city to ensure public questions and concerns are addressed.
•    Ensure that construction impacts are appropriately coordinated and that regular construction updates are provided to the community.
- Project execution and issue resolution
•    Compile a thorough understanding of the project status including history of previous decisions and discussions with key stakeholders. 
•    Provide leadership to the project team, including project vision, delivery goals and team decision-making protocols. 
•    Develop strategies to guide various project issues to resolution. 
•    Reestablish project communication with key stakeholders including utility companies and establish approaches to resolve issues as they arise.
•    Provide technical oversight and support to ensure project deliverables meet department project delivery requirements regarding agreements, certifications, approvals for pa &ed, PS &E and being ready to list for construction.
- Project controls
•    Develop and maintain a risk register to identify, manage, and communicate project risks and mitigation strategies; implement selected mitigation measures. 
•    Compile an all-in (complete) project cost estimate including escalation, financing costs (if needed) and risk contingency. 
•    Develop and track detailed project cost estimates and forecasts. 
•    Compile and monitor all project expenditures against approved funded project budget. 
•    Implement a project change management process and documentation.
•    Develop and manage a detailed project schedule. document assumptions with respect to project schedule.
- Funding plan implementation
•    Review and regularly update the funding plan to reflect the result of grant applications and funding opportunities. 
•    Establish a contracting and staffing plan to implement all aspects of the funding plan implementation which indicates who will perform each portion of the grant applications, when it will be done and the associated costs. 
•    Develop and manage all aspects of funding plan implementation including researching and targeting grants, structuring grant applications based on availability of funds, overseeing and eligibility, writing grants to address evaluation criteria. 
•    Manage project cash flow to match funding. 
•    Lead stakeholder coordination and advocacy efforts, leveraging existing resources (listed below) and complementing them where necessary.
•    Coordinate with the city team on appropriate messaging. 
•    manage the grant and support its consultants’ contracts if needed (ex. economics and equity) Including review and approval of invoices and processing amendments as needed. 
•    Coordinate with the city on cash flow requirements as necessary. 
•    Manage all agreements with funding agencies 
•    Track and report on grant expenditures, including submitting regular progress monitoring reports and invoices as required by each grant. 
•    Support the city in addressing and complying with requirements imposed by department, authority, the city and other funding agencies, including support for audits and investigations.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: September 11, 2025