The Project Manager is responsible for administering the Construction Manager or General Contractor, the Construction Agreement, the Architectural and Design Agreements and their Consultants, the Interior Design Agreement and such other agreements entered into by Thinkbox or Client for the development of the Project.

JOB DESCRIPTION

Develop, administer, coordinate and control the process for delivery of the Project within the quality, budget and schedule parameters adopted by Thinkbox or its Client.
Report to and advise Thinkbox and/or its Client on project progress, attend Owner meetings as required, obtain decisions from Client as required and carry out such decisions in a timely manner.
Ensure the Project is constructed in accordance with approved plans and specifications and in accordance with design/operating requirements. Project Manager will serve as coordinator between Construction Manager and/or General Contractor, Architect and various trades, Interior Designer, Purchasing Agent, Operator, etc., so as to achieve the desired performance of all team members toward the established project goals.
Review, negotiate and maintain control of all potential changes (Early Warnings and Pending Items), Items of Changes, Requests for Commitments, Proposals, Notices to Proceed and Change Orders. Coordinate with the Project Controller. Project Manager will serve as focal point for all approvals in this regard.
Schedule and conduct all project meetings as required, including weekly job-status meetings with the Construction Manager and/or General Contractor and prepare minutes in a timely manner.
Inspect the physical progress daily and monitor progress.
Issue Architectural Consultant request for proposals and assist Client/TB with contract negotiation.
Issue and/or assist Client/TB with issuance of General Contractor request for proposal and contract negotiation.
Supervise Contractor’s buyout and procurement program.
Assist in issuance of Owner/Operator vendor RFP and Owner direct contracts.
Facilitate timely response of shop drawing submittals and RFI’s.
Establish quality control for plan and specifications and implement cost reduction measures (value engineering) where applicable.
Review and approve all requisitions and supporting documentation submitted to (if any) construction lender, permanent lender, Thinkbox and/or Equity Partnership.
Maintain timely progress in the preparation of documents by consultants and take necessary actions to ensure timely performance and delivery.
Produce a flow chart which is updated monthly to illustrate the key milestones for all decisions concerning commitments of contracts, change orders, FF&E purchases, etc.
Review and approve all contractors’ requests for payment, lien releases and supporting documentation. Participate with Contractor, Architect, etc., in all meetings, discussions, on-site inspections, etc., as relates to Contractor’s requests for payment.
Review and recommend to Client and/or Equity Partnership for approval all contracts and secure necessary assistance from Thinkbox and/or Equity Partnership designated support and legal personnel as required during the preparation and review process.
Ensure compliance with Substantial and Final Completion in accordance with AIA contract and/or Thinkbox Project Closeout Procedures attached.
Facilitate review, inspection and compliance of Project punch list inclusive of Construction and FF&E.
In conjunction with the Project Controller, prepare a monthly Project Status Report for Thinkbox and/or Equity Partnership to include Cost Status, Schedule Status, Major Open Items/Red Flags and Contingency Usage (as well as Potential Contingency—Early Warning Log) along with Cost and Variance Reports, Variance to Budget, Commitments To-Date and Expenditures to Date).
Prepare and review all purchase orders, invitations to bid, requests for proposals, contracts, etc., and ascertain that the necessary approvals of the Client are obtained as required.
Responsible for Manage and assist with the purchase, storage and installation of FF&E and major equipment. This will involve supervision of the designated FF&E Coordinator (if included) and interface with the designated Purchasing Agent.
Ensure all building permits and approvals from third parties are secured.
Participate in all bid openings and review the responsibilities for compliance with the adopted bidding procedures and/or good bidding practices.
Maintain a Daily Project Log, which will indicate the major activities of the General Contractor(s) and/or Construction Manager along with a record of the weather for the day, number of workers on the site by trade, problems that occurred and resolutions, visitors to the site, important telephone conversations and discussions and any accidents that may have occurred.

CONSTRUCTION REQUISITIONS

Schedule of Values

Schedule of Values are to be requested from the General Contractor and agreed by the Project Manager and Construction Manager in sufficient detail as to enable the project management team to effectively measure the contractor’s performance and review in detail and basis on which progress payments are being requested.

General Contractor/Construction Manager (CM)

A schedule of Values should be submitted by the CM and approved prior to the first requisition showing the following:

Labor

Direct labor employed by CM for performance of the work that is not undertaken on a
subcontract basis. This includes labor for General Condition’s items and any work trades
performed on a cost-reimbursement basis using CM'’ own labor.

Materials

Direct material costs by CM to be utilized by CM’s own labor and performed on a cost-
reimbursement basis. This may include General Conditions items and work trades which are not subcontracted.

Purchases

Materials purchased directly by CM to be installed by CM or subcontractors.

Subcontracts

All trades that are subcontracted which should be listed individually, preferably by trade, followed by the subcontractor’s name.

Fee

The agreed CM fee, a fixed sum, should be listed separately from the above.

Allowances

Any agreed work for which allowance amounts are indicated which are pending completion of working drawings and price proposals from contractors.

Contingencies or Escalation

Any agreed contractor contingencies or contingent escalation amounts which are included in the contract price and subject to specific treatment within that price and the final determination of the final Cost of the Work and Shared Savings provisions and any other applicable provisions of the contract.

General Conditions

For General Contractors it is preferred that General Conditions are to be negotiated on a lump-sum basis and billed based upon a percent complete basis of overall project.

SUBCONTRACTORS

Subcontracted trades will be required to schedule the value of their work in such a manner that will allow an accounting, engineering or physical measurement of the units of work completed as the case may be. As a minimum the following guidelines should be used:

Items listed by units bid (e.g. tons of steel, cubic yards of concrete, fill, etc.)
Items listed by work area (e.g. paint and wallcovering scheduled by floors and areas).
Items listed by materials and labor separately (e.g. bathroom fixtures, rough-in labor, etc.).

Each subcontractor is required to submit their proposed schedule of values as soon as possible upon commitment of the subcontract but no later than upon their submission of the first progress requisition.

WEEKLY STATUS REPORT (if required)

Preparation

The Project Status Report will be prepared by the Project Manager each week and submitted to Project Manager’s supervisor, VP of Hospitality and Client if required. After comments and revisions have been received, completed Status Report is to be sent to full distribution by the 15th of each month.

Format

The following sections will be included in the report:

Cost Status

This section will provide a brief overview of the major financial status as follows:

a. Approved Budget
b. Commitments To Date
c. Expenditures To Date

Comments on Cost Status

This section will highlight significant points regarding the cost status figures, including any changes in the estimated cost at completion and reasons for the change and what contingency balances are remaining.

Schedule Status

This section will highlight the original scheduled completion dates, the current estimated completion dates and actual completion dates for key areas and phases. As appropriate, narrative details will be provided to explain significant variances and any anticipated problem areas.

Program Status

This section will address each category and provide status concerning major budget activity during the current reporting period.

Major Open Items/Red Flag Items

This section will detail major items requiring discussion or resolution and any major problems or potential problems which would affect project cost, scope or schedule and require management
action.

Capital Project Cost and Variance Report

This is the detailed financial schedule which lists the Original Control Budget, Variance to Budget, Commitments to Date, Early Warning Report, Expended to Date and Balance Unexpended.

Contingency Status

This schedule will list the original contingency amount, usage identified to date and the uncommitted balance.

Other Financial Reports

Periodically as appropriate, other financial reports will be included, such as Balance Sheet, Cash Flow Re-forecasts and Change Orders, etc.

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Engineering - Project Manager