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Project Management Services will:

Plan and budget

• Assist the customer in defining a scope of work and list of requirements.
• Prepare detailed project budget estimates for review and approval of the customer and the University administration.
• Arrange for the preparation of graphic presentation materials and proposals for projects that may be required for fundraising and approval purposes.
• Prepare the project schedule and reconcile all scheduling issues that will have an impact on the University community.
• Assist the customer in planning and coordinating moving and storage and other setup activities as may be required by the project.
• Oversee the design, selection, purchase and installation of furniture related to the project as needed.

Work with contractors and consultants

• Select and appoint the team of professional consultants—architects and engineers—required for the project.
• Initiate and manage the competitive tendering process to engage contractors to perform the work.
• Act as UVic’s official representative with respect to contracts between UVic and professional consultants and between UVic and construction contractors.  This role includes, but is not limited to, the enforcement of contract conditions, the authorization of changes to contracts and mandates and the control and approval of all financial transactions.
• Provide on-site logistical co-ordination between the contractor, the customer and all members of the University community who are affected by the activities of the contractor(s).
• Supervise the preparation of lists of deficiencies in the work, their correction by the contractor, and the approval of the work by the customer and the professional consultants.

Connect stakeholders

• Establish and lead a ‘Project Planning Committee,’ as required, to discuss, establish and approve the strategic issues to be addressed by the project.
• Establish and lead the ‘Project Working Committee,’ including the customer, other key UVic stakeholders, and the project consultants, in order to design the project to meet the customer’s needs.
• Establish and lead regular construction site meetings as required, involving the customer where appropriate, the professional consultants, and the contractors, to deal with timely issues affecting the course of the construction work on site.
• Provide internal coordination with other University service units that must interface with the project such as, University Systems, Campus Security, Maintenance and Operations, Legal Services, Insurance and Risk Management, and Financial Services.

Manage permits and ensure compliance

• Manage the permit approval process required by authorities having jurisdiction and negotiate with those authorities on behalf of the University when required.
• Assure that the project respects UVic guidelines with respect to building standards, the University Campus Plan, and other institutional standards and requirements.
• Assure that the end of project documentation is compiled and archived for future reference – final budgets and financial statements, as-built drawings, contract documents, manuals, guarantees, etc.