Program Management Services

The vendor required to provide program management services to enhance agency capacity and oversight in managing large and small projects, ensuring projects are delivered on schedule, within budget, to quality expectations, and aligned with stakeholder communication objectives and regulatory requirements.
- Program planning and governance
•    Assist with development, refinement, prioritization, and phasing of capital projects lists, scopes, budgets, and schedules. 
•    Assist the agency in the decision process with respect to construction project delivery systems. 
•    Maintain a master program schedule, showing interdependencies, critical paths, milestones, procurement timing, seasonality, weather considerations, and contingency allowances. 
•    Facilitate coordination among agency, design firms, contractors, utility providers, agencies, funding and grant bodies, and community stakeholders. 
•    Identify requirements and timing for third party consultants and vendors. 
•    Establish a governance structure: steering committee, decision-points, reporting frequency, escalation procedures, and risk mitigation plans.
•    Monitor and manage risks, scope creep, and change orders; recommend corrective actions and contingency allocations.
•    Assist with planning and coordination of swing school space locations, build out and occupancy. 
•    Support compliance with applicable building codes, ADA, safety regulations, environmental standards (e.g., stormwater, energy codes, etc.), and permits. 
•    Manage and coordinate wetland delineation reports and permitting. 
•    Assist in the review and approval process with city, county, and other governmental agency reviews and permit approvals. 
•    Assist in FF&E deliveries, technology installations, owner move in and occupancy. 
•    Work under the direction and support of agency project communication coordinator in developing and maintaining an outreach program for local and small business participation. 
•    Prepare and issue monthly and annual project and program reports.
- Cost management and budget control
•    Review, validate, and refine project cost estimates and budgets prepared by design teams and contractors; advise on cost optimization, value management, and value engineering. 
•    Develop and maintain cost tracking systems, with monthly (or periodic) reporting of actual vs. Budget, forecast to complete, cost variances, change order impacts, and contingency draw. 
•    Provide recommendations if budget overruns or scope changes appear likely, including alternatives, phasing, or sequencing strategies. 
•    Assist with contractor payment verification, change order review, and reconciliation of costs to contracts, invoices, and approved budgets.
- Schedule management and monitoring
•    Maintain the master program schedule and individual project schedules, including submittal and approval sequencing, construction durations, procurement periods, inspections, testing, and commissioning. 
•    Report schedule progress, delays, critical issues, mitigation plans, and forecasted completion dates. 
•    Coordinate with contractors and stakeholders to resolve scheduling conflicts, site access, utility interruptions, weather impacts, and other delays. 
•    Provide regular updates (monthly or as agreed) summarizing actual vs planned milestone achievement, schedule variances, and adjustments to timelines.
- Quality assurance and documentation
•    Maintain quality oversight of design and construction per plans, specs, applicable codes and standards, and agency requirements. 
•    Assure adherence to agency design guidelines. 
•    Review and monitor contractor submittals, shop drawings, test results, commissioning reports, warranty close-outs, and punch lists. 
•    Maintain a document control system: all submittals, correspondence, change orders, meeting minutes, reports, photos, logs, and decisions. 
•    Coordinate third party vendor testing; third party commissioning agents; specialty consultants; and quality inspections 
•    Oversee contractors with respect to contractor work quality control and contract performance. 
•    Oversee contractors with respect to rejected work that does not conform to quality and contract requirements. 
•    Assist in Punchlist and final completion inspections 
•    Provide to all required documents for capital outlay reimbursement. 
•    Provide monthly (or periodic) progress reports (narrative and data), cost summary, schedule status, risk log, change order log, safety and incidents log, and summary of upcoming activities. 
•    At project close-out, provide coordination for as-built documentation, final cost reconciliation, lessons learned summary, warranty schedules, maintenance records, and final acceptance documentation.
- Stakeholder engagement and communication
•    Host regular coordination meetings and maintain minutes, decision logs, and action items. 
•    Provide status dashboards, key metrics, trend indicators, early warning signals (cost growth, schedule slippage, quality concerns), and recommendations. 
•    Communicate with agency leadership and other relevant bodies (e.g., board, community, funding agencies) as required; support presentations and briefings. 
•    Conduct periodic satisfaction surveys or feedback sessions with district staff, contractors, and stakeholders to track performance and service quality.