Project Management Consultant Services

The vendor is required to provide project management consultant services on an as-needed basis.
- Project management responsibilities
•    Facilitate and oversee the progress of all consultants and sub-consultants engaged on projects, ensuring milestones, budgets, and deliverables are achieved within agreed parameters. 
•    Establish and maintain clear communication protocols among the board of education, consultants, contractors, and relevant stakeholders. 
•    Organize and lead meetings effectively to encourage active participation and foster productive discussions and decision-making processes. 
•    Document all meeting outcomes. 
•    Provide timely, written progress reports to the board of education, covering project scope, timelines, financial status, and any deviations. 
•    Implement and utilize financial control tools to monitor expenses and progress. 
•    Alert all relevant parties immediately when issues arise, recommending corrective actions and seeking approvals as necessary.
•    Serve as the primary point of contact for invoice processing—receiving, reviewing, and forwarding for payment recommendation within a 10-day turnaround.
•    Travel to project sites as required to oversee activities and address issues on the ground. 
•    Collaborate closely with the board of education’s project manager to ensure alignment of efforts. 
•    Administer and manage contracts and agreements on behalf of the board of education, including:
o    Preparing detailed monthly status updates.
o    Defining and confirming invoice payment workflows.
o    Liaising with internal departments and external stakeholders.
- Design development and monitoring
•    Administer and oversee contractual arrangements between the board of education and consultants throughout the design phase.
•    Review, critique, and track the progress of schematic and detailed design packages, construction documents, and related deliverables, ensuring they meet board of education standards and requirements.
•    Collaborate with cost consultants to maintain an accurate and up-to-date project budget, providing monthly budget status reports to the board of education’s project management team. 
•    Organize regular coordination meetings with design teams and board of education representatives to review design progress and address issues.
•    Supply comprehensive monthly status reports to the board of education’s manager, identifying project health, budget adherence, risks, and recommended interventions.
•    Support board of education in reviewing construction contract documentation and assist procurement and consultant teams in developing tender packages. 
•    Assist user groups with preparation of FF&E (furniture, fixtures, and equipment) lists, budget setting, and coordination of procurement and installation. 
•    Aid in acquiring necessary permits and licenses related to construction activities.
•    Collaborate with purchasing and legal teams to prepare letters of intent and finalize construction contracts.
•    Oversee the distribution of contract amendments and final drawings following contract award.
- Budget: $1,500,000

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: October 21, 2025