Just recently a facility manager was exhausted, frustrated, and stressed because his community center had several projects going all at once, and the building owners expected him to do construction project management. The facility manager initially tried to handle the jobs alone but found that it was too much to handle. Luckily, he had heard about our firm and decided to contact us for a quote. Initially, we visited the site to determine the materials, tools, and labor required, and were able to quote an affordable price, and were hired to complete the job.
Once we were hired, we prepared a detailed work plan and project charter to discuss with the facility manager our roles, responsibilities, along with their roles and responsibilities as the stakeholder. Our team knew we had to secure each of the subcontractors because the management team did not have any contractors in their vendor base that they were comfortable with using since most were handymen and not licensed tradesmen. Each contractor we choose for the project was by trade, and each of the trades was vetted to ensure all were insured, bonded, and licensed, if necessary. This project had several key tradesmen which included an electrician, a roofer, and a professional engineer.
The electrician was necessary to work on the electrical panels, and permits were required before any work could be performed. The roofer we coordinated presented to us the type of materials for the roof that would be utilized, along with their insurances, and provided a full list of labor that would be performing the job. With that information – not only did we check for compliance and workplace safety issues such as the OSHA 40-hour certification, but we also verified that each of the workers was experienced. The project also required a Professional Engineer to make calculations for the generator which we also had to spec. The Professional Engineer also needed to pull permits and coordinate inspections. Additionally, the building had to be measured requiring our team to secure an architect to measure the building and produce CAD drawings that would be given to the Professional Engineer prior to his calculations.
The timeline on the project was expected to be twelve weeks because there were materials that would be ordered including flooring, and a generator. Our team had included the flooring contractor’s bid into the initial work plan but found it necessary to have to order additional flooring for an area of the project that the building owners asked the facility manager to cover. We wanted to make sure the project as initially discussed ended on or before the projected timeline to avoid scope slippage.
This required our team to prepare another formalized request for quotation, and send it out to three flooring contractors and wait for the bids to come in. Once the bids were all in, and samples had been provided, we coordinated a meeting with the management team, including the facility manager, and discussed the additional wait time, budget change order, and payment schedule. We then updated the work plan and obtained a sign-off before hiring the flooring contractor which had won the bid.
Interior work on the floors could not be completed without scheduling time slots when community members were not in the community center. This was an effort that required more planning since community members from the senior citizens’ community occupied the building in the morning, and then there was the youth in the afternoon, and then there were all of the after school programs in the evenings – and all took place daily. Ultimately, our team was able to coordinate times when both the management team and the trades were able to get their work completed on time, within schedule and budget, making for a happy client.
If you have any questions or would like to hire a hassle-free professional firm to facilitate this process for you, All Boro On-Call Business + Home Center is always available – Call Now (718) 374-5044