Design-Bid-Build Projects Roadmap

Delivery Stage

• Introduction
• Planning Phase
• Design Phase
• Implementation Phase
• Delivery Stage Close Out Phase

Introduction

This Design-bid-build (DBB) Projects Roadmap is based on main activities and tasks required to manage the delivery of construction projects. DBB delivery methodology involves planning, architecture and engineering design by consultant or Public Works and Government Services Canada (PWGSC), followed by engaging a contractor to construct the project based upon design. Contractual coordination for both design and construction is the responsibility of PWGSC.

This roadmap is not intended to cover in detail activities related to the DBB process but rather provides a high level overview for the Project Delivery Stage activities from the time that a Preliminary Project Approval has been obtained and the Identification Stage Close Out Phase activities have been completed. For steps to be taken during these front-end stages, see either:

• Space Projects Roadmap – Inception and Identification Stages
• Asset Projects Roadmap – Inception and Identification Stages

This roadmap is intended to be used as a guide for those having the role of Accommodation Manager, Project Leader or Project Manager. Relevant links are indicated for specific business line information, processes and templates to be used.

NPMS procedures apply to all space-based projects over 3000 m² rentable (regions) or 5,000 m² rentable (National Capital Area / Parliamentary Precinct), and for asset-based projects, over $1M total value (including GST or HST and excluding any client costs). For projects under these limits, NPMS principles remain applicable, however the level of effort and extent of documentation will vary depending upon a number of factors including the project size and complexity as well as the sensitivity of the project. For these smaller projects, see the principles of the NPMS methodology.

Planning Phase

Objective

The purpose of the Planning Phase is to confirm the quality and completeness of the existing project information in an effort to develop and organize the project delivery strategy.

Description of the Work

During this phase, all previous parameters of the project are validated and an agreement for delivery is reached or re-confirmed between the Project Leader and Project Manager.

Inputs

• Identification Close Out Document (ICOD)
• Preliminary Project Approval
• Approved Feasibility Report (AFR)
• Approved Investment Analysis Report (IAR)
• Functional Program (if required)
• Space Requirement
• Identification Stage Project Plan with updated parameters
• Project Charter
• Completed Checklists
• Other currently known project parameters

Activities / Tasks

1. Start-up Stage
   1. Refine Project Team
   2. Update Functional Program, as required
   3. Create Project Management Plan
   4. Create / Update Project Charter
   5. Update Project File Structure (financial codes, confirm funds, etc.)
2. Define Project Delivery
   1. Confirm Functional and Technical Program
   2. Write Components of the Project Brief
   3. Define Consultant Scope of Work
   4. Complete Planning Phase Checklist

Outputs

• Updated Project Charter
• Completed Functional/Technical Program
• Project Brief
• Consultant Scope of Work
• Completed checklist

Deliverable

• Project Management Plan (PMP)

Control Point

Project Management Plan Approval (PMPA)

Design Phase

Objective

To award all relevant consultant contracts to the most qualified bidders, as well as refine the proposed design concept into a detailed, and final design version of required specifications. This final design will typically require amendments to preliminary projections of time, cost, quality, and perhaps scope. All completed documents are compiled to form the basis for the EPA submission. This approval is required in order to proceed with construction implementation.

Description of the Work

Procurement of required resources makes way for detailed design and establishment of refined specifications. Reviews, approvals, and risk assessments are critical during this stage. Effective Project Approval (EPA) is sought upon completion and assembly of all detailed plans for project delivery.

Inputs

• Approved Project Management Plan
• Updated Project Charter
• Completed Functional/Technical Program
• Project Brief
• Consultant Scope of Work
• Completed Checklist

Activities / Tasks

1. Procure Consultant Services
   1. Prepare Request for Proposal (Procurement Methodologies)
   2. Conduct Consultant Evaluation (Conduct Procurement)
   3. Award Consultant Contract (Consultant Evaluation Board Membership)
2. Develop Design
   1. Complete Analysis of Project Requirements
   2. Develop Concept and Design for approval by client
   3. Prepare furniture layouts for approval by client (if applicable)
   4. Prepare Furniture and Equipment and Systems Procurement Documents (if applicable)
   5. Review for non-compliance with Base Building and Fit-up Standards and obtain approval as required
3. Prepare for Approval
   1. Finalize cost estimates and schedules
   2. Reconfirm or update Project Complexity and Risk Assessment (PCRA).
   3. Update Investment Analysis Report
   4. Update key parameters of the Project Plan
   5. Complete Design Phase Checklist

Outputs

• ADM decision on request for non compliance with Base Building and Fit-up Standards as required
• Awarded Consultant Contract
• Cost estimates
• Client signoffs on design documents (Concept and Preliminary Designs, vertical stacking, horizontal blocking, furniture, moves, cabling, security, etc.)
• Revised IAR and TB submission if required.
• Updated project plan
• Project Plan with updated parameters
• Completed checklist

Deliverables

• Approval Documents (AD) for Effective Project Approval (EPA)
• Project Complexity and Risk Assessment (PCRA) reconfirmed or updated

Control Point

Effective Project Approval (EPA)

Implementation Phase

Objective

The purpose of the Implementation Phase is to produce an end product of acceptable quality that meets client requirements.

Description of the Work

The Implementation Phase is where all the plans and related strategies are put into motion. All construction-related (or physical work) activities are carried out.

Inputs

• ADM decision on request for non compliance with Base Building and Fit-up Standards as required
• Awarded Consultant Contract
• Cost estimates
• Client signoffs on design documents (Concept and Preliminary Designs, vertical stacking, horizontal blocking, furniture, moves, cabling, security, etc.)
• Revised IAR and TB submission if required
• Project plan with updated parameters
• Completed checklist

Activities / Tasks

1. Finalize Design and Procure Construction Services
   1. Complete Design and Construction Documents (Review and Acceptance of Consultant Design and Construction Documents)
   2. Finalize Design
   3. Compile Construction Tender Documents (Procedures for Construction Services)
   4. Conduct Tender Call and Evaluation (Conduct Procurement)
   5. Award Construction Contract
2. Construct
   1. Administer construction Contract (Administer the Contract)
   2. Review for non compliance with Base Building and Fit-up Standards and obtain approval as required
   3. Perform Commissioning during Construction (Commissioning Manual)
3. Accept Work
   1. Test Functional Performance (Commissioning Manual)
   2. Compile Commissioning Documents
   3. Assemble As-Built Documents
   4. Ensure Training is provided and Manuals delivered
   5. Issue Certificate of Substantial Performance (Interim)
   6. Return contracts securities (including hold-backs)
   7. Transfer Site to Real Property Manager
   8. Client Move-in
   9. Update key parameters of the Project Plan
   10. Complete Implementation Phase Checklist

Outputs

• ADM decision on request for non compliance with Base Building and Fit-up Standards as required
• Signed Contracts
• Signed Certificate of Substantial Performance (Product Turn-Over)
  
• Completed Commissioning Report, O&M Manuals and As-Built Documentation
• Site transferred to Real Property Manager
• Project Plan with updated parameters
• Completed Checklist

Deliverable

• Product Turn-Over (PTO) (Certificate of Substantial Performance)

Control Point

Turn-Over Approval (TOA)

Delivery Stage Close Out Phase

Objective

In an effort to improve overall project performance and client satisfaction, both product and process performance will be documented and assessed against pre-determined performance criteria. The process of Continual Improvement is imperative to the overall enhancement of project delivery within PWGSC. The basis for the continual improvement process is its encapsulation of both positive and negative elements of the project.

Description of the Work

The Delivery Close Out Phase is the final and most integral stage of the project. It not only gives the team the opportunity to tie-up all loose ends, but it allows for a thorough assessment of all aspects of the project. This assessment underscores any performance targets that were reached, surpassed or not met. In addition, the Continual Improvement Process provides a valuable method for highlighting successes as well as deficiencies reported throughout the life of the project. These records form the basis for systematic improvements to the way similar projects will be delivered in the future. The Close Out Phase includes two major activities: 1. Close-outs of contracts (the activity whereby all aspects of the performance and conformance of the end product with respect to specific equipment, installation or services provided are evaluated), 2. Close Project (the activity of gathering and assessing project performance data).

Inputs

• ADM decision on non compliance request with Base Building and Fit-up Standards as required
• Signed Contracts
• Signed Certificate of Substantial Performance (Interim)
• Completed Commissioning Report, O&M Manuals and As-Built Documentation
• Site transferred to Real Property Manager
• Project Plan with updated parameters
• Completed Checklist

Activities / Tasks

1. Close-outs of Contracts
   1. Perform Post-Occupancy Inspection
   2. Issue Certificate of Completion (Final)
   3. Perform Warranty Activities
   4. Finalize Contract(s) (Contract Close-out)
2. Close Project
   1. Execute Final Space Measurement
   2. Ensure Occupancy Instrument is in place
   3. Gather End-User Feedback, and document lessons learned
   4. Send as-builts to the regional Geomatics group to allow updates of current drawings
   5. Complete Administrative Close Out Activities for contracts
   6. Complete Close Out Document
   7. Complete final recording of documents

Outputs

• Certificate of Completion (Final)
• Final Records Documents
• Consultant Evaluation Report
• Post-Occupancy Inspection Report
• Final space measurement
• Completed Project Plan
• Lessons Learned

Deliverable

• Close Out Document (COD)

Control Point

• Close Out Document Approval (CODA)