Professional construction management Services

We are team builders and take pride in our successful record of selecting and working with outstanding architects, contractors and consultants to get the job done.

We often assist clients in the selection of a project architect and/or the engineering team.  We listen to the client’s needs and design experiences. We present a short list of well matched architectural firms for client consideration.  Upon approval, we issue a request for proposal (RFP) to the selected firms.  We review and rate their proposals, check references and schedule interviews of short listed firms.  We organize the architect interviews and participate with the client in the final selection based on the merit of the proposals and interviews

Once the project architect is selected, we sometimes undertake a similar process for selection of the mechanical & electrical engineering consultants.

It is now common for a general contractor to join the project team in the early stages of design.  The process, often referred as the CM/GC, brings the general contractor on board early to add constructability, scheduling and costing analysis into the consideration and selection of design and engineered systems for the project.
We have good working relationships with many of the top general contractors in the Puget Sound area. Many are specialists in a type of project or construction technology.

Our early involvement in team building allows us to implement a fully integrated construction planning team that includes a budget and scheduling overlay over the initial schematic and design development stages of the project.  Integrated construction management from the ground up ensures a cohesive project throughout design and construction.

• Issue a RFP for design services. Interview architects and assist client with architect selection.
• Participate in the architects review and selection of the structural, mechanical and electrical engineering consultants
• Issue a RFP for general contractor pre-construction services. Conduct contractor interviews and make recommend contractor selection.
• Work out design services contract agreements that are fair, straightforward and support the owner’s project objectives.

The selection of the right general contractor is fundamental to the success of a project. We participate in the contractor selection process and subsequent negotiation of the terms of the construction contract. The selection of the general contractor can occur early during preliminary design or later when design is nearly complete or complete.

A general contractor can be brought into a project for their expertise for a pre-construction fee with no commitment for them to perform the work. A general contractor may even perform these services and waive their pre-construction fee if they are awarded the contract for construction.

A number of considerations come into play to determine the optimal time to introduce the general contractor to the project team. Considerations such as;

• Owner or financing requirement for a contract Guaranteed Maximum Price. (General contractor can be brought in early or at completion of design to provide a GMP.)

• Owner/Design Team commitment to “design project to budget”.  (General contractor is brought in early to participate in design to budget process.)

• Owner or financing requirement that project be built on basis of lowest bid. (General contractor is introduced to project at end of design through the bidding process.)

The Klinkam Company has an excellent working relationship with many of the large to mid size general contractor’s in the Puget Sound region. We enjoy a reputation for fairness, decisiveness and not over reaching ethical considerations to gain advantage at the contractor’s expense. The result has been the ability to negotiate very favorable fees, reasonable general conditions and GMP’s with these contractor’s on behalf of our clients.

Points of service regarding contractor selection and contract negotiation include;

• Prepare and issue a RFP to pre-qualified general contractors.
• Review and rate contractor proposals. Prepare a short list for interviews
• Conduct general contractor interviews with the client…make recommendation.
• Negotiate terms of contract for pre-construction services (if required).
• Negotiate the terms and conditions of the contract for construction.
• If project requires contractor bids, we arrange for invitation to bid to selected general contractors and coordinate with the architect in the management of the bid process and bid opening and bid award
• Negotiate with the contractor on the terms of the construction contract based upon acceptance of the contractor’s bid. Coordinate contract review with client legal counsel as required.

We prepare an overall project budget for the client from the conceptual stage of the project this budget not only includes a preliminary “hard” cost of construction but also an itemization of the associated “soft” costs including estimated design fees, miscellaneous consultants, costs of permits, financing costs, owner furnished equipment and contingency expense to name a few.

The initial estimate of construction cost is derived from the architect and/or the pre-construction general contractor based on historical/experiential cost data applied on a cost per square foot. As conceptual drawings evolve into schematic drawings the general contractor or a construction cost surveyor is retained to develop an estimate of the cost of construction.

As design evolves to Design Development and Construction Documents the estimates are revised and updated per the project schedule. Projects designed to budget are constantly undergoing a value engineering "test fit" evaluation by the design team and the general contractor offering pre-construction services. We continue to refine the budget for the project soft costs as design progresses and contracts for services are determined. When the GMP or the contract bid amount is known, the total project budget is determined and becomes the basis for cost control through the construction phase.

• Prepare total project budget and update hard and soft costs accordingly through stages of design to contract for construction.

• Prepare cost codes for all hard and soft costs for client comptroller and purchasing agent to enter and track project expenses.

• Prepare monthly project budget reports and cost projections in collaboration with the client comptroller.

• Prepare collapsed budget reports (Project Score Cards) on a monthly basis for CFO and client board use. Contractor billings, contingency charges and change orders costs to date will be tracked.

• We work hand in hand with the financial institution financing the project through the monthly billing process. We prepare on a monthly basis a detailed binder summarizing all billings and contract changes that impact the cost of the work.

• At project close out we work with the client auditor/CPA in preparation of a certified audit (if required) for final endorsement/close out of project financing.

We work with the owner, architect, engineers and contractor to develop a mutually agreeable schedule that is tied directly to the owner’s operational requirements and the budget.  We develop the overall project schedule that includes activities for design, financing, permitting, pricing and the duration of construction. We look to the general contractor to prepare the construction schedule itself and look accordingly to them to update the construction schedule as required.

 We take responsibility for maintaining and monitoring the overall project schedule and reporting regularly on impacts to the schedule and making recommendations to mediate delays.

Points of service include:

• Refine and update the project schedule throughout design and construction.

• Monitor the general contractor’s construction schedule and hold the contractor accountable for maintain schedule. The contractor will be required to take necessary action as required to maintain schedule per contract.

• Should a change in the work be required by the client or through unforeseen conditions, we will review and approve any proposed changes to the schedule by the contractor.

• Report to the client on schedule progress in a monthly report and as required for significant impacts as they are determined.

Obtaining approvals and permits from building officials, regulatory agencies and various community interest groups is a challenging part of project planning.

We have worked with building departments to obtain permits in over thirty cities throughout the West Coast. We are adept at the process of applying for and expediting the permit review process. We work collaboratively with building officials and the design team to demonstrate code compliance and to offer ideas of compliance equivalence where acceptable.  We are not antagonistic with building officials and seek compliance or middle ground when code appears up for interpretation. We do not back away from holding building officials accountable to meet their own review criteria and schedules when permit progress appears needlessly impeded or stalled.

Other regulatory agencies such as the state department of health or state environmental agency can become involved in the review of plans and the decision to authorize a project to proceed.  Again, we step in to facilitate the submittal of information and applications to them in a timely manner and to facilitate and encourage their responses and questions in a timely manner.  We respect the workload many of these agencies are currently expected to handle with reduced staffs due to budget cuts. Nonetheless,
We see ourselves as advocates first for our clients and will facilitate as required to keep the flow of information going to and from these agencies until an approval is given.

Points of service are;

• Set up a project pre-screening where available with the local building official(s) and the architect to identify early on any significant issues the officials may have with the project.

• Negotiate where possible a commitment to a timeline from the building officials for their plan review and comment period.

• Determine if payment of overtime or introduction of a third part reviewer is a possible alternative to expedite review.

• Request or negotiate reasonable special inspection requirements for the project.

• Take a firm position with building officials if their evaluation of a code issue is open to interpretation and is detrimental to project objectives.

• Participate in community meetings or city council meetings to discuss the project and listen to community concerns and respond to questions.

We are an effective team leader. We apply project management that allows that allows the design team and the contractor to excel in the performance of their work.  We take the role of owner representative to heart and exercise that authority with great care.

Our project administration focuses on organized planning, clear communication, documentation, timely decision making, follow up, creative thinking, boldness and fairness to all participants.

Our points of service are;

• Meet with our client’s administrative team on a regular basis to report on progress and proactively advise on issues, budget and schedule.

• Visit the construction site on a regular basis to review status and progress.

• Ensure that appropriate lines of communication between the owner and the project team are in place and that timely communication between the owner and project team is occurring as required to support the progress of the project.

• Attend regularly scheduled weekly project meetings with the construction team to monitor progress and resolve issues.

• Work with the architect to expedite responses to submittals and RFI’s

• Ensure that all construction activity that can impact owner operations (renovation projects) are well coordinated in advance.

• Review and advise on all requested design changes.

• Review and evaluate for approval all change order proposals from the contractor.

• Account for all construction cost changes in the budget.

• Review all general contractor payment applications and authorize for payment.

• Maintain a complete project record of correspondence, meetings, changes, approvals, and budget reports

When commissioning is a requirement of the project we provide oversight of the commissioning process.

Our points of service are;

• Prepare and issue an RFP for independent third party commissioning services including preparation of the functional testing criteria. This needs to occur early in the project while design is in the Design Development Stage.

• Review proposals and participate with the owner, architect and M&E engineers in the selection of the independent commissioning agent.

• Organize the initial pre-commissioning meetings between the owner, design team and commissioning agent to clearly identify the systems to be commissioned. The outcome of these meetings is to assure that the M &E engineers and the architect prepare the plans and specifications to clearly identify the systems to be commissioned and the specific commissioning requirements so that the contractors construction the systems are adequate prepared to provide the required commissioning pre-functional and functional testing required by the commissioning agent at the conclusion of the project.

• Participate in commissioning meetings that include the engineers, contractors and the commissioning agent during the pre-functional and functional testing phase of the commissioning.

• Monitor the review and resolution of the commissioning agent’s issues list by the mechanical and electrical subcontractors.

• Review and discuss the final commissioning report with the owner’s facilities manager/engineer for their acceptance.

We manage the close out process at project completion. We work with the owner, contractor(s), and the architect to assure that;

• The punch list is prepared, distributed, back checked, completed and signed off.
• Special inspections are completed and the special inspector’s final inspection report is filed with the local building official.
• Any required pre-conditions or street improvements required as a condition of permit have been completed or an appropriate bond has been filed and accepted by the local building authority.
• Local utility districts have inspected and approved work installed on their behalf and that required easements or transfers of authority for the utilities have been filed and recorded.
• That final inspections and permanent Certificate of Occupancy is issued by the local building authority.
• That the State department of Health (for heath care projects) has provided their inspection, their inspection corrections resolved and their letter of project acceptance filed with the owner.
• Coordinate with the owner and contractor to assure that the owner’s move in schedule is met, that required contractor support for move in is available and that any unauthorized contract work is ceased.
• Provide the owner with the project record and files for their permanent record
• Make sure that the contractor and architect provide the owner with the complete set of architect/engineer approved warranties, spare materials and product data.
• Work with the lender or other financial institution to assure that all lien releases, contractor warranties, bonds and other legal instruments are executed and filed as in accordance with the construction contract and terms of financing.
• Work with the owner’s comptroller to establish the final cost of the work including working with the owner’s outside auditor.