Program Management and Governance Support Services

The Vendor is required to provide comprehensive strategic partner and program-level leadership, governance, oversight, and execution support necessary to transform the County’s capital program from a reactive, project-by-project approach into a proactive, strategic, and performance-driven program.
- Consultant shall deliver specialized expertise in large-scale portfolio and program management, including governance frameworks, internal controls, program analysis, reporting, and workforce capability development.
- The current project management approach, while effective for basic tracking and reporting, does not adequately:
• Provide workflows, methodologies, tools, and reporting infrastructure necessary for strategic oversight and governance
• Optimize allocation and oversight of capital and personnel resources
• Establish a consistent and repeatable way of project delivery
• Integrate long-term, owner-focused lifecycle considerations into project delivery
• Align projects within a coordinated master schedule and program framework
• Ensure requirements are fully defined prior to budget establishment
• Support proactive, transparent, and structured forward looking program development and communications.
- The PMO shall provide:
• Overall Program Management
• Portfolio and Project Tracking, Monitoring, and Controls
• Project Reporting and Executive Reporting
• Program analysis and evaluation
• Project Coordination and Grant Funding Support
• Financial Management and Coordination
• As-needed cost estimating.
- Development and maintenance of a Program Management Plan (PgMP) defining governance structure, roles and responsibilities, reporting relationships, delivery methodologies, and controls across scope, schedule, cost, and resources.
- Development of standardized Project Management Plan (PMP) templates, including training and implementation support for DTCI staff to use in individual project management duties.
- Development and ongoing refinement of cash flow projections and financial forecasting
- Project Controls, Monitoring and Reporting:
• Deployment and management of systems for tracking cost, schedule, scope, risks, issues, and performance metrics
• Utilization of County-approved systems (e.g., Trimble/e-Builder, Oracle, and Microsoft Office 365) to the maximum extent practicable, any deviations shall include the approval of the relevant Loudoun County staff.
• Development of reporting tools capable of producing real-time dashboards, variance analysis, trend reporting, and exception reporting
• Identification of risks and performance issues with recommended corrective actions
• Monthly tracking and reporting of financial performance, including budget, commitments, expenditures, and forecasts.