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The Construction Management Process

Phase I: Evaluation Construction Documents:

  1. Review permitted construction documents and define the scope of work.
  2. Determine which trades are required for the project.
  3. Decide if a general contractor or individual sub-contractors are the best solution for the project.
  4. Identify any specialized construction methods, equipment, or  materials.
  5. Determine client occupancy during construction.

Phase II: Selecting Contractors to Bid on Project

  1. Select minimum of three (3) contractors, compatible with the scope of work, to bid on the project.
  2. The Contractor criteria for bidding will include the  following: 
    The project budget.
    Specific experience with the type, style, methods of construction and materials of project.
    General qualifications.
    Expedience.  
    Availability.
  3. A background check on prospective contractors is performed.
    Verification of state contractor’s license.
    Check contractors financial status to assure there are  no reorganization proceedings, bankruptcies or other  pending legal actions.
    Research history of consumer complaints.

Phase III: Request for Proposal

A request for proposal will be prepared and sent to contractors  that best meets the criteria above. It shall contain:
  1. A detailed description of the scope of work.
  2. A list of contractor qualifications (licensing, insurance, and bond requirements).
  3. Dates for beginning and scheduled completion of project, including projected phase dates.
  4. Critical dates and deadlines.
  5. Hours of site availability.
  6. List of required permits, including any special clearances and approvals from local municipal agencies.
  7. List any Certified Payroll Requirements.
  8. Plans, specifications, addenda, and any other documentation deemed pertinent to the bid process will be distributed with
    the Request for Proposal.

Phase IV: Site Walk-Through (Job Walk)

Contractors bidding on the project will go to the project site to become familiar with site logistics.

  1. Existing conditions and materials.
  2. Location of utilities.
  3. Possible location for construction staging area.
  4. Make preliminary assessments of materials disposition.
  5. Assess site accessibility to heavy equipment and materials delivery.
  6. Employee parking.
  7. Identify any unforeseen conditions that may arise due to construction.

Phase V: Request for Information

  1. Contractors will have the opportunity to then summit pre-bid Requests for Information (RFIs). This will answer any questions or additional concerns prior to the awarding of the final contract and commencement of work.     
  2. RFIs responses will be distributed to contractors, along with  any addenda to the project drawings and/or specifications.

Phase VI: Evaluation of Received Bids

Bids will be received and evaluated.

  1. Verify that each bid fully addresses all items included in the scope of work, construction documents, RFP, and any answered RFIs, as well as any questions raised at the site walk-through.
  2. Verify that each bid includes all labor and materials costs and permit fees, etc.
  3. If any items are excluded from a contractor’s cost proposal, clarify the scope of work and any additional cost for those excluded.
  4. Check contractor status (as above).
  5. Review contract payment schedule.
  6. Verify that each cost proposal includes a schedule of values and presented in a line item format. (A schedule of values assigns a dollar amount to each phase of the project. This assures that the Owner will only be paying for work which as been completed.
  7. Contractor(s) selected and contract awarded

Phase VII: Pre-Construction Meeting

Pre-Construction Meeting is scheduled to review the following:

  1. Construction phasing and schedule.
  2. Occupancy of Clients during construction.
  3. Indentify any items that require long lead times for Manufacturing or delivery.
  4. Polices for change orders or additional work.
  5. Items requiring submittals.
  6. Possible disconnection of utilities.

Phase VIII: During Construction

Weekly progress meetings.

  1. Assures project stays on schedule.
  2. Field any technical questions.
  3. Convey the Clients concerns or wishes to the Contractor.

Construction Inspection.

  1. Assures quality control of methods and materials of  construction.
  2. Assures Construction Documents are being correctly executed.

Present during Building Department inspections.

  1. Resolve any code issues that may arise during  construction by verifying plan check information
  2. Verify completion of construction phase prior to payment.

Phase XI: Punch List

A final inspection is performed.

  1. A list of any deficiencies is created and presented to Contractor for correction.
  2. Items are reinspected. When approved, the Department of   Building and Safety conducts its final inspection.
  3. All Manufactures Warranties are collected.
  4. Permits are signed off and submitted for Certificate of  Occupancy.

Quality Control in Construction Management

Quality is defined as 'fitness to purpose', i.e. providing a product (a building) which provides appropriate quality for the purpose for which it is intended. The price to be paid for a building is a reflection of the expectations of quality; a cheaper building probably uses inferior materials and is likely to be less attractive and less durable. Quality also relates to project timing; on time, right the first time, at or below budget are the objectives of quality control in Construction Management.

Quality control in the construction industry can be looked at as having three elements:
  • To produce a building which satisfies the client
  • To produce a building which reflects quality as related to cost.
  • To produce a building in sufficient time to assure the desired quality.

As in all aspects of construction management, quality control must be planned. Planning seeks 'order' and a quality control system for a construction project reflects this sense of order; setting the quality standard or quality of design required by client.

  • Planning to achieve the required quality, construction methods, equipments, materials and personnel to be employed.
  • Construct the building right first time.
  • Ongoing on-site inspection of quality as work is in progress.
  • Provide for long term quality control through establishing systems and developing a quality culture.

The Expediting Process

Phase I: Code Search

Street Address Department
  1. Obtain Legal Description.

Land Records

  1. Obtain copy of District Map.
  2. Verify date of Lot Cut.
  3. Obtain copy of Grant Deed.

Cartographer

  1. Submit copy of Grant Deed for approval of Legal Description.

Building & Safety/Zoning Department

  1. Determine zone project is located in.
  2. Determine Setbacks.
  3. Confirm that the proposed project will be allowed in that zone.
  4. Determine if it will be necessary to file for a Variance, Conditional Use
  5. Permit or Specific Plan Exception if proposed project does not meet the standards of existing codes or if any unusual circumstances apply.
  6. Inquire as to any limitations dictated by Building Code.
  7. Determine if project is in a hillside area, on an earthquake fault, or if  other special circumstances apply.

City Planning Department

  1. Determine if any City ordinances or specific plan exist that could affect  the project.  If so, it may be necessary to file for a Conditional Use Permit, Zoning Variance or Plan Exception

Bureau of Engineering

  1. Determine if project is in a flood zone.
  2. Obtain Highway Dedication Clearance.

Phase II: Filing for Variance or Conditional Use Permit (if neccessary)

City Planning Department

  1. File for variance or Conditional Use Permit if applicable.
  2. Pay filing fee (payable by Client).
  3. If variance or Conditional Use Permit is denied, project will not be able to proceed.

Phase III: Filing for Design Review Board (if neccessary)

City Planning Department

  1. Complete all items necessary for filing
  2. File for Design Review. Filing fee paid by Client.
  3. Appear at hearing and present plans, colored rendering and other  necessary items.
  4. Complete requested modifications. (If necessary)
  5. File for City Council Review. (If necessary)
  6. Project is approved

Phase IV: Grading Pre-Inspection,Soils Report, Grading Plan and Survey

The services of a Soils Engineer and Civil Engineer will be necessary for the Soils Report and Grading Plan and Survey.  Fees for these services are paid for by the Client.

Grading Department

  1. File Grading Pre-Inspection and if in a hillside area, file posting of intent to build in a hillside area.  Filing fee paid by Client.
  2. Submit Soils Report. Filing fee paid by Client.
  3. Submit Grading Plan and Survey. Filing fee paid by Client.
  4. Resubmit Soils Report, Grading Plan, and Survey if any modifications are requested by Grading Department.

Phase V: Plan Check

Plan Check Department

  1. Submit plans for plan check. This process takes approximately 6-8  weeks.
  2. Plan check fees will be paid by Client

Phase VI: Additional Permits and Items

The following items and permits can be addressed while plans are in plan check.

Grading Department

  1. Obtain final Soils Report approval.
  2. Obtain Retaining Wall Permit.
  3. Obtain Excavation Permit.
  4. Submit Haul Route Memo.
  5. Obtain Grading Bond (necessary if excavation is more than 250 cubic yards.)
  6. File Water Easement.
  7. All permit grading bond, and miscellaneous L.A. City fees paid by Client.

CAL-OSHA Department

  1. Obtain OSHA permit if excavation is deeper than 5 feet or if building is more than 3 stories high.
  2. OSHA permit fee paid by Client. Note: OSHA Permit obtained will be for plan check purposes only.
    Contractor will need to pull an OSHA Permit prior to excavation.

Public Works Department

  1. Obtain driveway, curb and gutter permit.
  2. Permit fees paid by Client.

Bureau of Engineering

  1. Pay Sewer Facility Charge (payable by Client).
  2. Put project address on Sewer Reservation List.  Process takes approximately 8 weeks to complete.

Disabled Access (if necessary)

Phase VII: Pick Up Reviewed Plans

Alfred M. Davis & Associates

  1. Changes or modifications are completed as requested by Plan Checker.
  2. Obtain any miscellaneous permits Plan Checker may ask for.

Phase VIII: Permit Sign-Offs

Public Works Department

  1. Obtain clearance for Sewers.
  2. Obtain clearance for Water Easement.
  3. Obtain clearance for Aquatic Egress.
  4. Obtain clearance for Driveway.

Bureau of Engineering

  1. Obtain Highway Dedication clearance.
  2. Obtain Flood Zone clearance.

City Planning Department

  1. Obtain clearance that no restrictive ordinances apply or that project is exempt.
  2. Obtain approval for Water Easement.

Grading Department

  1. Grading Department will insure that all necessary permits were obtained.

City Clerk's Office

  1. Pay Dwelling Unit Tax ($500 per unit).  Fee paid by Client.

Fire Department

  1. Obtain clearance that project meets applicable Fire Department standards.

County Recorder

  1. Record Water Easement. Recording fee will be paid by Client.

Disabled Access

  1. Obtain clearance that project meets current ADA Codes

Phase IX: Return to Plan Checker

Plan Check Department

  1. Plan Checker reviews all construction documents and approves permit  application.

Phase X: Pay Fees and Final Review

Cashier

  1. Pay Building Permit and miscellaneous L.A. City fees.  Payable by Client.
  2. Pay School District Fee. Payable by Client.

Plan Checker

  1. Plan Checker signs off permit.

Coordinating Division

  1. Plans and Permit Application are re-checked over the counter.

Phase XI: Permit is Issued

Technical Approach to Construction Documents

Phase I: The filing of grading pre-inspection documents. A Soils Report, Grading Plan and Survey are needed. The  services of a Soils and Civil Engineer will become necessary. Filing Fees are paid at this time.

Phase II: From Schematic Design Drawings, a preliminary set of  working drawings will be created consisting of Site Plan, Floor Plan, Elevations, and Building Sections.

Phase III: The Structural Engineering Phase will begin.

Phase IV: The Mechanical Engineering Phase will begin.

Phase V: We will combine the findings of the Structural and Mechanical Engineers with our preliminary drawings.

Phase VI: Grading Department modifications are made and plans resubmitted for final approval.   

Phase VII:  Combine findings of Grading Pre-inspection, Civil Engineer and Grading Department modifications with Construction Documents.

Phase VIII: Completion of the remaining Working Drawings.

Phase IX: Submittal of Plans to the Department of Building and  Safety for approvals. This process takes approximatelyeight (8) weeks. Filing Fees will be paid at this time to the Governing Department of Building and Safety.

Phase X: Submittal of Plans to Disabled Access Division  (If necessary).

Phase XI: Building Department's modifications are made and plans are resubmitted to Department of Building and Safety for final approval.

Phase XII: Disabled Access Division modifications are made and plans are resubmitted to Disabled Access Division (if necessary).

Phase XIII:  Approvals are obtained from other various city agencies.

Phase XIV: All City Fees are paid and Permits are issued.

 

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