Project Management

For Project Inquiries: extension 53910

The Role of Project Management

The Project Management portfolio is responsible for the comprehensive development, management and financial control of all aspects related to the delivery of a project throughout its lifetime, from inception to completion. The project manager  ensures compliance with University Master Plan, University standards, client requirements and all applicable codes, by-laws and regulations.

Project Management will:

  • Review any existing documentation or proposals, potential locations or space, and project directives. Collaborate with clients and stakeholders, advising of potential costs, alternatives, obstacles, risks, schedules, etc.
  • Monitor and control the design process and project development. Establish a project team, identify and procure required services and personnel; define responsibilities and decision-making hierarchy
  • Develop, monitor and control the schedule, scope and budget, including risk management, of assigned projects
  • Maintain project records and data for all decisions, tracking, contracts, etc.
  • Advise clients, stakeholders and/or governance bodies of updates and current progress. Prepare monthly project management reports, outlining project status, costs, forecasts, etc.
  • Identify risks related to the project schedule and budget; develop risk avoidance strategies, and recommend/implement changes where necessary
  • Following completion, arrange for the responsible contractor’s correction of any issues that arise during the warranty period
  • Ensure the update of pertinent building information through complete ‘as-built’ documentation for future project work
  • Procure and administer various contracts, including the bidding, negotiation and awarding of new contracts and control of existing contracts for consulting and for construction services
  • Procure furniture, fixtures, equipment, and additional services such as consultants, hazardous materials, technical reports, etc. Co-ordinate delivery and installation of furniture and equipment
     

Project Fees

For capital and renovation projects, a percentage of the project costs will be charged for project management services. These fees are only used to cover direct costs (salaries and benefits) and some basic support costs (office materials, supplies, etc.). In doing so, they allow Physical Resources to maintain a consistent, stable core of project management staff, with knowledge of University facilities, processes and standards. When project loads exceeds available resources, outside service providers are retained.

These standardized fees also ensure additional benefits for clients:

  • Lower project management costs
    • The average daily rate for external services is 60% higher than the cost of internal Physical Resources project management
  • Controlled and predictable project management costs
  • More consistent, timely and accountable project management services
  • Project management resources fluctuate to accommodate peak periods

The schedule for project management fees is as follows:

  Project Scope

  Fee (as % of Project Cost)

  $5,000 - $50,000

  12.0%

  $50,001 - $100,000

  8.0%

  $100,001 - $250,000

  4.5%

  $250,001 - $500,000

  3.0%

  $500,001 - $2,000,000

  2.0%

For projects with a budget in excess of $2 million, fees will be calculated based on the specifics of the project and, in all cases, will be less than 2.0%.