FirstService Project Management listens to the owner’s goals and wishes, and analyzes the existing conditions of the building or project site. We make recommendations for courses of action through a feasibility study and determine the scope of work through our pre-construction service, while providing advice on timing and project phasing. We can recommend engineers, architects and other professionals as needed and conduct a review of the owner’s financial condition — making project financing recommendations based on the project budget.
Bidding and Contract Negotiations
We review all project specifications, plans and drawings prepared by professional architects and engineers. We interview potential contractors and send out requests for proposals (RFPs). After the acceptance and review of submitted proposals, we prepare our open book bid analysis spreadsheets for the owner’s review. Analyzing the value of engineering alternatives can reduce costs. Any funds left in the contingency fund are returned to the association, as well as a full account of any cost savings that were produced.
An important aspect of our design/build process is our ability to discuss and negotiate with contractors regarding alternative methods, materials or other areas for savings. As the liaison between the owner and various professionals who may be bidding on the project, we review and verify all compliance submissions for insurance, permits and bonding.
With a dedicated project manager at your service, FirstService Project Management continuously monitors your project’s progress via site visits. We provide sub-contractor oversight to assure engineered specifications are being met, review work schedules and handle payment requisitions and change orders. We attend all necessary project owner/architect/contractor (OAC) meetings on site, and continuously evaluate the status of subcontractors. Our project managers report to owners on a weekly basis; they are fully involved and able to explain and/or advise on any issues requiring board actions or decisions. If there are any project-related conflicts, we will guide the resolution.
Resident and Staff Relations
We always keep residents aware and informed of what is happening in and around their homes. By working with each building’s property manager, we distribute timely information. We can set up a project-dedicated lobby kiosk through which residents can receive current project information. Regularly updated messages inform owners of the location and type of work scheduled over the next few days and what residents can expect in terms of noise, dust, parking and more.
It is also crucial to coordinate and communicate with building staff regarding what their responsibilities are during the project and what they can expect from our team. With staff involvement and interaction, we are better able to coordinate contractor access to common areas and individual apartments, minimizing inconvenience and discomfort to the community as a whole.
At the completion of your project, we present a comprehensive project report known as “The Book,” which includes thorough descriptions of the work, progress reports, financial updates, a chronological photo history of the project and a final summary. Any funds left in the contingency fund are returned to the association, as well as a full account of any cost savings to the association that were produced.