Budget and funding for the initial scoping and estimating should be identified as early as possible. The Facilities Division has a limited budget for scoping and providing class 51, or “order of magnitude” estimates. However, before proceeding with more detailed cost estimating, the client must provide a valid project identifier (PID and Activity Code) for charging efforts and services.
The Project Manager systematically evaluates project requirements before he/she establishes the final scope of work, budget, and schedule. The Initial Project Checklist: Scope of Work Site Considerations form (hereafter referred to as the Initial Project Checklist) can be used as a guide to ensure that all reasonable conditions affecting the project are identified. The form also serves as a guide to determine potential environmental risks.
The form includes considerations in the following topical areas:
- Building and site infrastructure capacities: utilities; phone and network systems; etc.
- Mission Readiness: Facilities Strategic Planning input; Facility Condition Assessment Report.
- Environment/Health/Safety (EHS): chemical or radiological contamination; legacy issues; other chemical, radiological, environmental or waste management issues, etc. This is the point at which EHS may identify the need for a Radiological Work Permit (RWP) for the project. Work Authorization Level (WAL) is identified.
- Code considerations: occupancy; fire suppression; accessibility.
- Client-specified conditions: vibration or electromagnetic field concerns; special equipment handling; ergonomic furniture or equipment relocation; etc.
- Leased building requirements.
- Property Management.
- Suspected hidden conditions: i.e., behind walls or above ceilings.
- Design and code review applicability.
- Project Risks: preliminary list of risks, and requirement for a formal Risk Registry, as determined by the Project Director.
- Maintenance of Assets.
Identifying as many site considerations as early as possible improves the comprehensiveness of the scope of work and should minimize contingency requirements. The checklist is thorough but not comprehensive.
In completing the Initial Project Checklist, the Project Manager may consult with the EHS Construction Safety Design Review Team Lead. Depending on the complexity of EHS issues, the EHS Construction Safety Design Review Team Lead may decide to assign an EHS team at this stage of the project rather than in the Planning Stage. The EHS Construction Safety Design Review Team Lead may recommend that the EHS Team Lead complete a draft Facilities Projects and Infrastructure Hazard and Regulatory Requirement Assessment at this stage in order to improve the quality of scoping.
The Project Manager also consults with the Fire Marshal, Facilities Engineering personnel, and others (e.g., LBNL building manager, code consultant, etc.) to assure that all related requirements are considered. The Project Manager may also complete, or request that the client complete, an equipment move list detailing dimensions, utility requirements, etc. This step may be more applicable during the project planning phase. An equipment move list template is available on the DCM file server.
Using the information gathered during discussions with the client, the Project Manager develops an initial scope of work (SOW). The scope of work shall be sufficiently detailed to identify the hazards associated with the work. The Responsible Individual shall be consulted and provide input on the constructability that includes the provisions of NFPA 70 and 70E according to the LBNL Electrical Authority Having Jurisdiction: Standard Procedure for Safe Electrical Installations, clarity of scope, safety concerns, and potential impacts to Laboratory operations. All suspected conditions identified should be considered and included in the initial SOW. The Project Manager documents the initial scope of work then discusses feasibility and potential cost of the project with the client. At this point, should the client decide to proceed with the project, he/she agrees to the scope of work (OPR).
Should repetitive client-requested revisions to the scope require Project Manager effort in excess of the budget documented in the scoping and estimating Work Order, the Project Manager consults with the client prior to proceeding with additional scoping and estimating work.
Should the client decide not to continue with the project, all documentation prepared during the Preliminary Project Scoping and Estimating phase is filed for future reference.
1 Classification of cost estimate types from the Association for the Advancement of Cost Engineering (AACE).
