Program Management Oversight Services

The vendor required to provide program management oversight (PMO) capacity for the construction of new security vestibules at various agency.
- Program management oversight (PMO) responsibilities:
•    Advise the town on program planning, implementation strategies, procedures, sequences and actions. 
•    Assist the town with project scope development, preliminary budget development, early phase studies and evaluations and preliminary schedule development.
•    Develop detailed milestone schedules for the pre-construction phase outlining all working group meetings, town meetings, required approvals, review times, and major milestones. 
•    Assist the town with procuring funding approval from board of selectpersons, board of finance and representative town meeting.
•    Provide appropriate reports, support town staff and attend meetings as required to provide information required by town boards, departments and committees. 
•    Coordinate all activities between town departments, boards and commission and retained consultants and CM/GC. 
•    Determine required state and federal agency approvals and coordinate all meetings and submissions to gain said approvals. 
•    Determine town agency and other town boards and commissions requiring approvals and coordinate all meetings and submissions to gain said approvals. 
•    Assist the town in determining the most appropriate procurement strategy and delivery methodology for the program. 
•    Determine list of vendors and consultants that shall be required to be retained by the town to fully execute the entire program. (i.e., architect, CM/GC, specialty design consultants, commissioning agents, FF&E vendors, environmental consultants, material testing, move services, special inspections, etc.) 
•    Provide support to the town concerning retaining architects, engineers, consulting firms, construction managers and other services required to successfully complete the program. 
•    This shall be performed in cooperation with the town’s purchasing department and the agency. 
•    Provide analysis of each consultant and present a recommendation to the town. 
•    Assist the town with final negotiations and execution of contracts. 
•    Assist the town with the identification of any applicable rebate or incentive programs. 
•    Perform design reviews at each major phase of design (e.g., conceptual design, schematic design, design development and construction documents) to confirm scope and level of completeness. 
•    PMO shall provide written comments as well as gather comments from town departments and town officials and incorporate into the one comprehensive review document. 
•    Provide estimate reconciliation services at each major phase of design to ensure the program is tracking within established construction budget. 
•    Review estimates prepared by the architect and CM/GC, prepare reconciliation documentation, facilitate reconciliation meetings and report to the town.
•    Prepare value engineering recommendations in collaboration with the architect, CM/GC and town. 
•    Provide budget management and tracking of the total program budget utilizing an established and proven electronic budget management system. 
•    Reconcile with town’s general ledger on at minimum a monthly basis to ensure that all program costs are being accounted for, tracked and reported accurately. 
•    Review of all program invoices from the architect, CM/GC and other vendors providing preconstruction services. 
•    Provide to town a recommendation for payment or withholding. 
•    Ensure that all invoices are (1) accurate, (2) complete, and (3) within contracted values issued by the town purchasing department. 
•    Track all invoices utilizing an electronic budget management system. 
•    PMO shall also respond to any questions presented by the town’s purchasing department. 
•    Establish uniform procedures for reviewing, analyzing and assessing each cost estimate submitted to the town.
•    Prepare and review budgets prepared by the architectural design team, the owner, and the CM/GC to ensure that all categories of work are properly accounted for, that unit costs are accurate, quantity take-offs are accurate, level of detail is appropriate to the design stage and that the pricing for such work accurately reflects the current market conditions. 
•    Prepare and review cash flow analysis.
•    Manage the program budget by properly forecasting cost exposures and provide monthly financial reports to the town. 
•    Ensure that all local, state and federal reviews and approvals for the program are attained prior to proceeding with bidding. 
•    Review and provide comments to the town on the CM/GCs proposed bid packages, general conditions, proposed allowances and bid alternates proposed prior to bidding. 
•    Review CM/GC proposed phasing plan and review with the town prior to bidding to ensure that the proposed phasing plan does not impede the operations of the building facility. 
•    Assist town, in collaboration with the CM/GC, with any required public notice advertising of the program and the proper posting to town and state websites. 
•    Attend all subcontractor pre-bid meetings with the CM/GC. 
•    Monitor the bidding process including the posting of any required addenda materials. 
•    Attend all subcontractor bid openings with the CM/GC and town purchasing department. 
•    Attend all bid submission scoping meetings between the CM/GC and the trade subcontractors.
•    The development of the guaranteed maximum price proposal, or lump sum bid by general contractor, review the proposal/bid submission for conformance with the contract documentation. 
•    Review all proposed clarifications, exclusions, allowance amounts, general conditions, general requirements, fees, site services, and other CM/GC markups and ensure subcontractor bid submission amounts are accurately reflected. 
•    Provide written review and recommendation of approval to the town
•    Assist town with the review and negotiation of the final terms and conditions of the construction contract.
- Budget: $3,723,704