Scope of
Services

Mobirise

 

1

Pre-Transaction Services
2

Project Implementation 

3

Furniture, Fixtures & Equipment
4

Relocation

5

Closeout

Pre-Transaction Services

During the Base Building Due-Diligence and Pre-Transaction Phase, Maitre Management will:

  • Work closely with Client to assemble a team of consultants (architect, engineer and contractor). Develop and issue Requests for Proposal for the selection of project vendors. Evaluate bid proposals, coordinate candidate interviews (as required) and provide recommendations to Client as appropriate.

  • Coordinate efforts to determine space programming requirements, as required.

  • Conduct a base building systems review of the proposed site and provide recommendations on the systems and prioritized schedule of repairs, if needed.

  • Work closely with the consultant team (architect and engineer) to develop a full MEP and Architectural due diligence report for the proposed site.

  • Work with Client and Team to develop concise project specifications for Project; review and approve prior to issuance.

  • If required, assist team with zoning application preparation; attend zoning board meetings, as needed.

  • Chair planning/project meetings with Client and consultants as required.

  • Assist design team with review of schematic, design drawings and construction documents to ensure all design documents meet the intended program, comply with local building code requirements, include necessary phasing requirements and include sufficient detail for construction of the project.

  • Obtain and review cost estimates at key intervals (schematics, design development drawings, construction documents) with project team; coordinate value engineering efforts with design team and Client.

  • Develop Master Project Schedule and timelines – Work with project team to identify critical path milestones based on Client occupancy requirements.

  • Work with Client and Team to outline a clear project path for implementation, coordination and completion of all Project Phases. This will include chairing weekly design meetings and developing project necessary control documents.

Project Implementation 

During the Project Implementation Phase, Maitre Management will:

  • Act as advisor to, and representative of, Client, provide administrative, coordination and related services as required to coordinate the work of the entire Project Team.

  • Maitre Management will concentrate its efforts in the coordination of the Contractors, Subcontractors, and all other consultants contracted to perform services on the project in order to complete the project in accordance with Client objectives for cost, time and quality.

  • Assist Client, Contractors and Design Team with development of a schedule of values for payment that is realistic and that conforms with the expected cash flow of work.

  • Develop and implement control systems for monitoring the project’s progress with respect to cost, schedule and quality and that provides early warning of impending problems. Prepare contingency plans for corrective action(s), and with Client approval, implement such plans for corrective action as required. All cost reporting formats to be per Client standards or subject to Client approval.

  • Schedule and conduct regular construction and progress meetings to discuss matters such as procedures, progress problems, and scheduling.

  • Prepare and distribute the Action Items list of these meetings to all parties in a prompt manner. Maitre Management shall prepare written meeting minutes for weekly project/planning review meetings. The Construction Manager/General Contractor shall prepare meeting minutes for weekly construction progress meetings.

  • Maintain the master project schedule and incorporate the construction schedule prepared by the Construction Manager/General Contractor.

  • Update schedules monthly to show current conditions and revisions based on actual progress. Monitor the activities of the Contractors, Subcontractors, and Consultants on processing of shop drawings, project data and samples, and delivery of products requiring long lead-time.

  • Expedite and participate in Client review of project submittals when the Design Team requests such review.

  • Work with Design team to ensure satisfactory performance from the Contractors and Subcontractors.

  • Recommend courses of action to Client if the requirements of the contract are not being fulfilled and the non-performing party will not take satisfactory corrective action.

  • Provide regular monitoring of all project costs, showing actual costs for activities in progress and estimates for tasks to remain. Identify variances between actual costs of labor and materials and other work requiring accounting records, such as preliminary change order requests.

  • Review proposed Contractor change orders; assist in negotiation of the Contractor’s proposals for changes.

  • Establish and implement a change order system to monitor and report job cost events, including approved change orders, pending change orders and anticipated change orders.

  • Establish a timeline for the change order process that does not interfere with the progress of the work.

  • Develop and implement procedures for prompt review and processing of applications for payment from the Contractors for progress and final payments.

  • Review the activities and responsibilities of the Contractors in order to assist in maintaining schedules, controlling costs, assuring quality, minimizing disruption, and monitoring compliance with the various contract requirements.

  • Keep Client advised of all significant project developments, including conditions and circumstances that may cause delay in the project schedule, or that otherwise may be inconsistent with the project requirements or Client expectations. In these cases, provide Client with a proposed contingency to avoid or mitigate possible or actual delays or negative consequences.

  • Coordinate and monitor the progress of separate but related infrastructure work for all project related activities as required.

  • Assist Client in selecting and retaining professional services of testing agencies, if necessary, and coordinate these services.

Furniture, Fixtures & Equipment

During the Furniture Phase, Maitre Management will:

  • Meet with designated Client personnel to determine furniture needs.

  • Develop a comprehensive list of furniture requirements based on those needs.

  • Develop furniture budget.

  • Review parameters for furniture delivery and installation.

  • Prepare and distribute furniture RFP documents to furniture dealers.

  • Review responses to RFP and prepare a Recommendation to Award.

  • Meet with Client to review vendor quotes and discuss alternatives.

  • Review purchase orders and sales order acknowledgements for accuracy and consistency with the RFP.

  • Present options for disposition of existing furniture inventory.

  • Manage entire process of delivery and installation of furniture, in coordination with the various subcontractors at the project site.

  • Ensure a timely and complete installation of all products.

  • Develop furniture punch list in cooperation with Client and pursue prompt completion.

  • Review and approve furniture-related invoices.

During the Fixtures & Equipment Phase, Maitre Management will:

  • Review fixtures & equipment (telephone/data, security, audio visual, etc.) requirements with Client.

  • Prepare and distribute equipment RFP documents to selected vendors.

  • Review responses with Client to RFP and prepare a Recommendation to Award.

  • Manage the delivery and installation of fixtures & equipment, in coordination with the various subcontractors at the project site.

Relocation

During the Relocation Planning, Maitre Management will:

  • Develop comprehensive Move Checklist identifying activities, responsible parties, and deadlines.

  • Conduct regular planning meetings with designated representatives of each group or department (Move Team) to track action items. Prepare agenda and distribute meeting notes for these meetings.

  •  Review existing sites with a representative of Client to determine which furniture, fixtures and equipment are to be moved and which are to be liquidated.

  •  Draft and distribute a Request for Proposal to three moving companies. Conduct a site tour with each of the bidders.

  •  Prepare Bid Comparison and Recommendation to Award, and present to Client for approval.

  •  Coordinate closely with Client IT/Voice/Data team to ensure smooth transition of all telecom & IT.

  •  Provide supervision/coordination during the move.

Closeout

During the Close Out Phase, Maitre Management will:

  • Develop, with the Design Team, a punch list of those items remaining to be completed at the time of substantial completion. Recommend an amount sufficient to complete these items to be withheld from payment (retainage) to the Contractors to ensure the completion of this punch list and follow up with corrective actions.

  • At the conclusion of the project, within thirty (30) days of issuance of a Certificate of Substantial Completion and a Certificate of Occupancy by the appropriate authorities, ensure transfer to Client all as-built drawings, warranties, Operation and Maintenance Manuals, and all other construction related documents and materials necessary for occupancy and full operation of the facility (hard copy and searchable .pdf format). Coordinate Contractor-provided training, as specified, with Client employees.
HOME