Project Management

The expertise of our employees makes CHAHAN ENGINEERS a leader in providing solutions through integrated project delivery drawing of total accumulated experience of over 45 years in:

  1. Project and construction management
  2. Engineering services and studies
  3. Project development and financing
  4. Construction
  5. Strategic consulting services

FIRM PHILOSOPHY AND METHODOLOGY

CHAHAN ENGINEERS proposed methodology is structured to control the time, cost and quality of the project, thus enhancing the success of the project and thereby increasing Client’s satisfaction. This is achieved by the systematic application of development and management tools, to determine the optimum development plan, project management systems, construction, commissioning, and operation and maintenance processes.

CHAHAN ENGINEERS will be accountable for ensuring that the allocated resources are used appropriately to complete the project. A variety of stakeholders will be involved including the Client, policy makers, administrators, financial advisors, accountants and legal advisors, designers, contractors, specialty consultant’s tenants and social groups. We will work to understand and respect the project goals and requirements of each of the team members, while focusing on completing the project within budget and on schedule.

CHAHAN ENGINEERS will put in place the necessary resources to ensure that interests of the Client are protected at every stage and that a superior quality project is delivered.

The following is a detailed list of activities included in the management services by stages:

PRE-CONSTRUCTION STAGE

  • Prepare Project Brief
  • Select and manage Design team
  • Prepare Consultants’ contracts
  • Mobilize Project Management and Professional teams
  • Attend project coordination meetings with the Client, Consultants and project stakeholders
  • Prepare detailed Project programme
  • Identify all project stakeholders
  • Prepare communication protocols.
  • Provide input on issues of constructability and construction related issues
  • Prepare detailed Project budget
  • Provide and maintain project cash flow for work packages
  • Review the client’s master schedule and provide comments
  • Prepare a cost estimate during the design stage
  • Identify construction packages
  • Identify long delivery items
  • Participate in value engineering sessions and provide comments and recommendations
  • Set criteria to prequalify contractors
  • Liaison and communicate with Authorities having Jurisdiction
  • Issue monthly reports
  • Participate in partnering sessions
  • Establish cost control program and cash flow for construction stage
  • Negotiate works contracts
  • Provide recommendations regarding Project Insurance

CONTRACT DOCUMENT STAGE

  • Attend all project coordination meetings
  • Review construction documents for constructability, bid ability, and coordination
  • Prepare and update project schedule
  • Provide advice on alternatives to systems and procedures to improve schedule or reduce budget
  • Provide advice and identify long delivery items that may require pre-tendering
  • Review consultant cost estimates
  • Prepare independent cost estimates at project milestones including detailed work sheets
  • Advise and assist the client on developing pre-qualification criteria
  • Provide Monthly Progress reports including Cost Schedule reports
  • Identify required permits, licenses and approvals

TENDER STAGE

  • Provide comments and advice on the tender schedule and tender packages
  • Review final tender documents and make recommendations on bid-ability
  • Provide advice, assistance and recommendation on the pre-qualification criteria
  • Attend tender briefings and assist the
  • Consultants in the preparation of addenda
  • Attend job showings and assist the clarification of site issues
  • Assist the client as requested in bid analysis
  • Provide the client with cost information, as requested, prior to negotiations with any bidders
  • Liaise and communicate with authorities having jurisdiction
  • File for notice of project with appropriate Local Government Authorities
  • Provide advice on any packages that are required to be re-tendered
  • Liaise and communicate with Authorities

CONSTRUCTION STAGE

  • Maintain a daily log
  • Submit monthly written reports including budget and scheduling information
  • Provide on-going administration support
  • Maintain complete and updated project files, drawing and specifications
  • Provide construction supervision to perform defined activities
  • Conduct on-going site safety orientation sessions for all persons entering the site
  • Evaluate trade contractors for compliance with health and safety policies
  • Monitor and inspect all General Contractor’s work
  • Provide a monthly Health & Safety performance report
  • Identify and report project risks
  • Establish procedures for tracking shop drawing and samples
  • Review change notices and forward independent estimates to the Client
  • Maintain detailed log of changes
  • Review regulations to identify and monitor permits, licenses and approvals
  • Recommend payment of Contractor invoices
  • Monitor requests for information from Contractors and responses from Consultant team
  • Inspect and determine that all shop drawings, site instructions, and samples are complete
  • Maintain daily site reports
  • Assist in the resolution of disputes
  • Manage and maintain record of changes and anticipated changes to the project
  • Produce monthly progress reports
  • Participate in partnering sessions
  • Project record keeping
  • Post Construction stage
  • Provide advice and recommendations on all aspects of commissioning
  • Manage record drawings and specifications
  • Assist in the interim and final inspections
  • Expedite the completion of deficiencies
  • Confirm accuracy of warranties and transfer to the Client prior to final certificate
  • Continue with the implementation and management of the Commissioning Plan
  • Manage all maintenance manuals, operating instructions and turn over to the
  • Client
  • Conduct 18 months inspection prior to the expiration of any warranty
  • Prepare post construction evaluation and cost analysis report
  • Establish the certification of total performance
  • Arrange for the issuing of substantial completion certificates and holdback releases
  • Produce a final report on the project

Specific activities that will be performed during the execution of the above listed services will include the following:

SCHEDULING AND TIME CONTROL PROCESSES

The schedule is a critical management tool used for programming the execution of the project and to communicate expectations to the entire project team.

CHAHAN ENGINEERS will take a proactive approach to ensure that the project schedule is up to date and that corrective action is taken when needed to ensure the Client’s required delivery dates are respected. CHAHAN ENGINEERS will implement the following activities regarding the schedule and time control process:

  • Confirm, as soon as possible, time allocated for applications to public utilities, permitting and other authorities having jurisdiction.
  • Make allocations for each package to be given out separately in order to start the project immediately (demolition and site preparation activities).
  • Incorporate all infrastructure works (public utilities, access road, etc.) related to the project.
  • Review execution schedule submitted by Contractors for conformity with the master schedule and contract documents.
  • Notify the Client of any deviations from the authorized master schedule and make recommendations for services and approvals.
  • Expand the master schedule to include detailed activities of design, construction and post-construction phases, incorporating the Works Contractors approved schedules.
  • Continuously monitor project progress. Implement acceleration alternatives when project delays appear that do not impact on overall project budget.
  • Regularly review the progress of the work on site and in fabrication shops relative to the project schedule
  • Identify actual or potential variances between the work on site and the project schedule and take action to eliminate the risk of delay to the schedule
  • Obtain and analyse monthly updates from Work Contractors, adjust the master schedule and discuss with any corrective action to be taken when required.
  • Prepare for the monthly project report a written narrative based on the authorized schedule and the progress of the work to date. The report will include mitigation strategies taken to address any schedule delays that may arise.

RISK MANAGEMENT

CHAHAN ENGINEERS firmly believes that one of its principal responsibilities to clients is to manage the risks associated with the design and construction process. To this end, CHAHAN ENGINEERS develops and implement a customized risk management programme for each Project.

As risks can appear at any stage of a project, and evolve as a project moves forward, the risk management programme must be in place from the award of mandate through to the completion of deficiencies. The purpose of the programme is to manage risks until they no longer exist, and in cases where a particular risk cannot be eliminated, to minimize the potential negative impact it poses to the project.

Taking into consideration the breadth, the complexity and the length of a project, a formal and disciplined process is essential to achieve, with success, control of a project as well as to ensure that a project is managed pro-actively rather than reactively. A formal, on-going and repetitive process, the risk management programme established by

CHAHAN ENGINEERS Risk Management system consists of 4 main steps:

IDENTIFICATION OF RISKS

Potential issues or occurrences that can have a negative impact on a project’s cost, schedule, quality, safety, environment, communication, insurance and bonding are identified. Occurring at the very outset of a project, the identification of risks continues throughout the duration of a project.

EVALUATION OF RISKS

Potential risks identified are evaluated in terms of their size and scale and probability of impact. This step includes the ranking of the potential risks so that risk management effort can be focused on the most threatening.

MITIGATION AND CONTAINMENT OF RISKS

Risk mitigation strategies are put in place to reduce the probability of an occurrence, and containment strategies are put in place to minimize the impact of an occurrence.

FOLLOW-UP OF RISKS

Involves periodic review of a given risk to evaluate the effectiveness of the reduction and containment strategies. If the risk management measures appear to be deteriorating in their effectiveness, the action strategies are reviewed, modified and corrected.

EXAMPLE OF RESPONSIBILITY MATRIX FOR RISK MANAGEMENT COMMITTEE

COST PLANNING, MONITORING AND CONTROL METHODOLOGY

To ensure cost certainty, CHAHAN ENGINEERS implements an estimate centric approach requiring that the project’s design, procurement, construction, and maintenance activities are performed in strict accordance with the estimate and its approved changes. This work practice enforces discipline and accountability for the cost and delivery of both services and materials throughout the project by:

  • Establishing a detailed estimate early in the project
  • Continuously monitoring each project work activity and decision against the function, scope, cost, and schedule in the estimate
  • Reviewing the current project scope, cost, and schedule against the estimate on a continuous basis and at milestones during the project
  • Providing a proactive change management process for accommodating approved exceptions to the estimate. Our experience in Construction Management, Build-Own Operate-Transfer, Design-Build-Operate Maintain and Design-Build projects makes this proactive approach possible.

Establish milestone payment procedures with contractors. Elements of work are only paid when 100% complete.