Other Government Department Design-Bid-Build Projects Roadmap

Delivery Stage

Introduction

This Other Government Department (OGD) Design-Bid-Build (DBB) Projects Roadmap is based on the main activities and tasks required to manage the delivery of design and construction projects that are funded by Other Government Department (OGDs), and executed under two separate contracts. The DBB delivery methodology involves planning, architecture and engineering design by consultant or Public Services and Procurement Canada (PSPC), followed by the procurement of a contractor to construct the project based upon the design. As an OGD project, the Client is the project financial authority and PSPC the project contractual authority responsible for the management and administration of consultant and construction contracts, and the services, activities and tasks required to deliver the project during the National Project Management System (NPMS) Delivery Stage.

The roadmap is not intended to cover in detail all activities related to the DBB process, but rather provides a high level overview for the Project Delivery Stage activities from the time that Preliminary Project Approval (PPA)/Client Approval has been obtained from the Client. For the purposes of this roadmap, PPA and Effective Project Approval (EPA)/Client Approval shall come to mean;

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

NPMS Project Delivery Stage procedures apply to all Other Government Departments (OGD) funded projects over $1M total value (including GST or HST and excluding any client costs). For projects under this limit, 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 projects less than $1M total value, see the principles of the National Project Management System methodology (page available on Government of Canada network only).

Project Delivery Stage

Planning Phase

Objective for Planning phase

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 for Planning phase

During this phase, all Client parameters of the project are reviewed, and an initial and a follow up agreement reached between the Client Project Leader and the PSPC Project Manager. The initial agreement, a Project Charter (PC), acknowledges receipt of the Client's project request, identifies key Client objectives with respect to project scope, cost/budget and schedule, and identifies other key parameters typical to any project delivered by PSPC. The follow up agreement, a Project Management Plan (PMP), defines further the project scope and objectives, details all required project activities, and identifies how the project is to be executed, monitored and controlled during the Delivery Stage.

Inputs for Planning phase

Activities / Tasks for Planning phase

  1. Start-up
    1. Identify and obtain requirements
    2. Secure Functional/Technical Program (if available)
    3. Complete Environmental Compliance Management Program (ECMP) Checklist, (to determine if EA is required)
    4. Assess and document the duty to consult with Aboriginal groups, confirm the OGDs involved are aware of their duties and, ideally, propose a common approach to the consultation process with these OGDs. If required, contact Legal Services for advice and establish an action plan.
    5. Define Project Team
    6. Create Project File, Document Storage and Financial Management structures
    7. Create Project Charter and Specific Service Agreement (SSA)
  2. Define Project Delivery
    1. Confirm Functional/Technical Program
    2. Define Consultant Scope of Work
    3. Consider Components of the Project Brief (Terms of Reference)
    4. Create Risk Management Plan (if required)
    5. Create Project Management Plan
    6. Complete Planning Phase Checklist

Outputs for Planning phase

Deliverable for Planning phase

Control Point for Planning phase

Design Phase

Objective for Design phase

The purpose of the Design Phase is to undertake the following: all work required to prepare for and to award relevant Consultant contract/s to the most qualified firm/s, refinement of the design Consultant’s proposed and approved Schematic/Concept Design into substantive Design Development, and completion of specification documents in support of a submission for EPA/Client Approval. This level of submission will typically require amendments to other planning documents that identify preliminary projections of time, cost, quality, risk and perhaps scope. All completed documents are compiled to form the basis for a submission for EPA/Client Approval, and this approval is required in order to proceed with tendering of the Construction Contract.

Description of the Work for Design phase

During this phase, the utilization and procurement of required internal and external resources makes way for development of the design and construction drawings and specifications. Monitoring and controlling of project activities, including reviews, approvals and risk assessments are critical during this phase of delivery. Effective Project Approval (EPA)/Client Approval is sought upon completion and assembly of all estimates, documents and plans required to be provided in support of the approval submission.

Inputs

Activities / Tasks for Design phase

  1. Procure Consultant Services
    1. Write Project Brief (Terms of Reference)
    2. Update previous or Create Risk Management Plan (RMP)
    3. Provide input to ensure PAAA (Pre-Approved Amount for Anticipated Amendments) completed for Consultant Contract
    4. Prepare Request for Proposal (Procurement Methodologies Footnote 1)
    5. Conduct Consultant Evaluation (Conduct Procurement Footnote 1; Consultant Evaluation Board Membership)
    6. Update RMP and PAAA
    7. Award Consultant Contract
  2. Develop Design
    1. Complete Analysis of Project Requirements
    2. Develop Schematic/Concept and Design Development documents for approval by Client (Review and Acceptance of Consultant Design and Construction Documents)
  3. Prepare for Approval
    1. Finalize Cost Estimates and Schedules
    2. Reconfirm or update RMP
    3. Update PMP and SSA
    4. Complete Design Phase Checklist

Outputs for Design phase

Deliverables for Design phase

Control Point for Design phase

Implementation Phase

Objective for Implementation phase

The purpose of the Implementation Phase is to complete the Construction Documents and Specifications and thereafter tender and award a Construction Contract to a successful bidder to produce the built works on time, for the agreed to cost, and of a quality standard as defined within the Construction Documents and by the Construction Contract.

Description of the work for Implementation phase

During this phase, all the plans and related strategies that have been developed to this point are put into motion, and all built works construction related activities are carried out. It is during this critical phase of Project Delivery that the greatest risks to the project can occur. Close and prudent management of internal and external resource activities as well as Consultant/s and Construction Contract activities is needed during this phase to monitor and control the scope, cost, time and quality of the built works.

Inputs for Implementation phase

Activities / Tasks for Implementation phase

  1. Finalize Construction Documents and Procure Construction Services
    1. Complete Construction Documents (Review and Acceptance of Consultant Design and Construction Documents)
    2. Compile Construction Tender Documents (Procedures for Construction Services Footnote 1)
    3. Update previous or Create Risk Management Plan
    4. Provide input to ensure PAAA completed for Construction contract
    5. Conduct Tender Call and Evaluation (Conduct Procurement Footnote 1)
    6. Update RMP and PAAA
    7. Award Construction Contract
  2. Construct
    1. Administer Construction Contract (Administer the Contract Footnote 1)
    2. Review for compliance with Construction Contract and obtain approvals as required
    3. Perform Commissioning (to the extent required by the Client) 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 Operational and Maintenance Manuals delivered
    5. Solicit Client Acceptance
    6. Issue Certificate of Substantial Performance (Interim)
    7. Return contracts securities (including hold-backs)
    8. Transfer Site to Client
    9. Client Move-in
    10. Update PMP
    11. Complete Implementation Phase Checklist

Outputs for Implementation phase

Deliverable for Implementation phase

Control Point for Implementation phase

Delivery Stage Close Out Phase

Objective for Delivery Stage Close Out phase

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 PSPC. The basis for the continual improvement process is its encapsulation of both positive and negative elements of the project.

Description of the work for Delivery Stage Close Out phase

The Delivery Close Out Phase is the final and most integral phase 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 project activities and their outcomes as stated in the Knowledge Areas of the Project Management Plan. 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 for Delivery Stage Close Out phase

Activities / Tasks for Delivery Stage Close Out phase

Outputs for Delivery Stage Close Out phase

Deliverable for Delivery Stage Close Out phase

Control Point for Delivery Stage Close Out phase

Remarks

Other available Roadmaps:

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