Job Details
Job Description
Description
The Manager Facilities & Construction Projects is accountable for the Centra Healthcare system. for program development, budget and schedule of projects assigned. Projects range up to $180 million with primary emphasis on projects requiring cost plus construction management contracts and/or stipulated sum general construction projects in excess of $3 million value. The project assignments of the Senior Project Manager can vary from multiple smaller projects at an existing site, a major addition(s) at an existing site and/or construction of new facilities on a new site.
Responsibilities
Planning & Design
- Attend comprehensive strategy sessions with outside planners and Centra Administration including applicable Facility Based Management Team meetings and Facility Based Master Plan meetings. Develop project presentations for these meetings as needed. Be prepared to lead master planning discussions and respond directly to Administration on planning and/or project specific questions/concerns. Base decisions on future projects on the principles contained in the Facility Master Plan. Understand the interaction of the master plan with operations and use this knowledge to advise and guide Administration as operational plans are developed.
- Develop overall project budgets with the help of affected user groups and other Centra departments. Submit project budget to the user group to be incorporated into the request for capital funds. The overall budget must include all hard and soft costs for a complete project. Examples of costs include design fees, construction costs, construction related soft costs, medical equipment, IT/Telecom, furniture, artwork and contingencies. The Project Manager is accountable for successfully completing the project on budget.
- Define the roles and responsibilities of the project team members. The project team can include the owner, architect, civil engineer, MEP engineer, structural engineer, interior designer, wayfinding consultant, code consultant, equipment planner and construction manager/general contractor.
- Set quality expectations for the project. Focus design team on selecting materials and systems to maximize durability and maintainability. The design team must also include the Centra architectural standards and the MEP design guide.
- Incorporate safety into the design. Require that designers review the design safety checklist to address potential safety issues during construction and possible safety issues for Facilities Management after the project is completed.
- Include evidence-based design into the project. Teach designers Centra's approach to the healing environment. Principles of evidence-based design include the following:
- Family amenities that promote participation of the family in the care of the patient.
- Access/views to nature to reduce stress.
- Choices to allow the patient control.
- Noise and light reduction to further reduce stress and promote healing.
- Control of the environment (lighting, TV, HVAC, privacy).
- Staff retreats/healing sanctuaries to allow staff to rejuvenate.
- Staff recruitment and retention - challenge designers to address all areas including "back office" so that that the facility can promote Centra's desire to be the employer of choice in central Virginia.
- Promote a design that addresses the spiritual side of patient care. Assure that all new projects contain a chapel.
- Assess speed to market issues. Work with Administration and CFO to determine if project needs to be fast tracked.
- Involve the Centra Facilities Management Department in the design process. This should include arranging meetings between Facilities Management and the designer to review plans, specifications and system design. Meetings should be scheduled at appropriate intervals to allow for incorporation of comments and suggestions by the Facilities Management Department.
Construction Documents - Include the Mandatory Designer Orientation Requirements (MDOR) in all design and consulting contracts.
- Facilitate incorporation of Interim Life Safety Measures (ILSMs) into project design. Construction documents should include phasing plans that minimize disruption of life safety systems. Facilitate review of the plans by the Safety and Security Department. Develop consensus around the ILSM plan.
- Obtain proposal for code compliance services from Centra's code consultant for each project.
- Require that the designer includes the code consultant in the design process. This includes review of the design documents at schematic design, design development and construction document phases.
- Oversee the Architect's submission of construction documents to the Virginia Department of Health (VDOH) for review. Tasks include attending review meetings and following up to make sure all concerns raised by the VDOH are addressed and documented in the files. File documentation is essential during VDOH annual inspections.
- Require that the designer follow Centra CAD standards in executing the construction and record documents.
Project Execution - Follow Centra's purchasing process in obtaining bids and selecting contractors at completion of design. This process can be found in the Project Management Procedures and Controls document maintained by the Design & Construction Department.
- Initiate/negotiate contracts with successful bidders. Incorporate the Mandatory Contractor Orientation Requirements (MCOR) into all contracts for construction.
- Manage General Contractors and Construction Managers who provide construction services on capital projects. This includes indirectly managing a work force that ranges from as few as 2 to as many as 500 individuals daily for day shift and after-hours work.
- Manage the Interim Life Safety Measures process. Assure that the ILSM assessment is completed before the project begins and weekly ILSM checklists are completed and documented in the project file. This documentation is required by the Joint Commission and must be produced upon request of the Joint Commission during site visits.
- Manage the infection control process. Complete Infection Control Risk Assessments on all projects as early as possible and before construction starts. Make sure the contractors follow all infection control requirements as determined in the risk assessment.
- Manage the critical system service and shut down process to minimize disruption to hospital operations.
- Coordinate selection, purchase, delivery and installation of fixed and moveable equipment.
- Manage projects to minimize danger to patients, visitors and staff. Construction is an inherently dangerous operation, especially inside an existing hospital. Construction operations at any given time can affect life safety systems, medical gas systems, electrical systems, etc.
- Monitor the construction process for evidence of errors or omissions on the part of the designer. Enforce the errors and omissions clause of the designer's contract as required.
- Monitor quality control during construction. Walk all projects weekly to verify that Centra architectural standards and MEP design guide principals are being incorporated.
- Coordinate and champion the Contractor Safety Program. Support the Centra safety staff when they identify deficiencies. Attend quarterly safety committee meetings.
Change Management/Cost Control - Manage the cost issue process. Utilize the cost issue request form to document all changes proposed by the contractor. Assure that the contractor follows the rules in MCOR on itemization of costs and fee limits. Require that the contractor maintain a cost issue log and keep it current. Resolve issues on a timely basis.
- Coordinate the contract change order process. For AJA contracts periodically direct the designer to issue an AIA change order which should include all signed cost issue requests.
- Review and approve all invoices related to the project. Use project cost tracking.
- spreadsheet to verify validity of invoices before payment.
- Use cost tracking spreadsheet to manage the overall project finances. Monitor distribution of contingency to fund changes. Identify issues that could negatively impact the budget and enter as commitments. Work with project team as necessary to revise the program to meet the budget. Alternatively, work with the user group to apply for additional funding.
- Establish a payment process with the designer and contractor that assures payment to the contractor within 30 days of invoice provided that contractor performance is satisfactory. Prompt payment creates an environment that attracts the best contractors in the industry. Attracting the best contractors helps the D&C Department contribute to Centra's desire to be the preeminent provider of healthcare services.
- Obtain trailing lien waivers on all contractor pay applications subsequent to pay application #1. Trailing lien waivers verify that subcontractors and material suppliers have been paid. This protects Centra from the possibility of future liens being placed on property due to default of the general contractor/construction manager.
- Obtain the services of an independent auditor on all cost-plus construction management contracts over $500,000 in value.
Project Close Out - Obtain record documents and operating and Facilities Management manuals on a timely basis as required by MDOR and MCOR. Submit this information to Centra's Facilities Management Consultant for incorporation into the master facility drawings and posting on the Centra Facilities N Drive.
- Manage the process to collect cost center assignments for all renovated space. Engage the services of Centra's Space Planner to enter the cost center information into the Archibus database. This database is used by the Centra Government Programs Department to annually file for reimbursement for services provided to Medicare and Medicaid patients.
- Assure that all punch lists are completed including code deficiencies identified by the code consultant. Completion of the code deficiency list is critical to passing future inspections by the VDOH and Joint Commission.
- Notify D&C support staff when project is ready to close. Verify that the project file is complete and ready for shipment to Centra's off/site storage facility.
- Complete fire alarm acceptance testing with Centra Facilities Management and Safety and Security Departments.
Customer Service: - Consistently meets customer service standards.
Other Functions: - Responsible for managing and coordinating the project team on assigned projects. Depending on the size of the project(s) this may require coordination of 10 - 40 design professionals, 1-5 program managers and 4-6 contractors at any given time. Responsibilities include contract negotiation and contract management.
- Develop effective rapport with clients, which include department directors and managers, to ensure a high level of client satisfaction. Ensures appropriate training and timely resolution of client problems.
- Serve as resource to entire Facilities Department providing technical knowledge and expertise in the requirements of construction management. Assist project managers in assessing construction means and methods proposed by contractors to minimize the impact to hospital operations and provide the most value for dollars spent. Study techniques used to select the construction team and implement the capital program on complex, fast-track projects and recommend improvements and new methods to the Manager of Design & Construction.
- Champion the inclusion of the Centra Health mission and values into the project design and execution. Promote a design that cares for the whole patient; mind, body and spirit. The design and execution of the project should address the safety of patients, staff, visitors, and construction workers in keeping with Centra's mission to improve the health and quality of life for the communities we serve. Create an inclusive environment that provides opportunities for minority, women, or veteran owned businesses.
- Communicate effectively (both orally and in writing) at a very high level. Depending on the location and complexity of the project expect to interface with public officials such as mayor's office, other city and state governing authorities and Centra senior administration including vice presidents and chief operating officers. Be prepared to work with the Centra Marketing Department to provide interviews for the press and assist in developing special media events.
- Performs other duties as assigned.
Qualifications
Required Education: A bachelor's degree in engineering, construction management, architecture or other related field.
Preferred Education: A master's degree in business administration, Architecture, Engineering or related discipline from an accredited college or university or a license as a Professional Engineer or registration as an Architect.
Required Experience: Proven significant experience in managing projects over $10 million. Five years managerial experience in Capital Program or budget work in the construction field including two years' experience in budget administration and management of health care facilities; or a satisfactory equivalent combination of education, training, and experience.
Preferred Experience: 10 years of related experience in design and/or construction management with experience in healthcare clinics preferred and/or a combination of the following, sufficient to equal a total of ten years of education and experience. Full-time satisfactory experience in planning, design and program development experience pertaining to meeting health needs, health care planning, design, and program implementation, with at least three years of responsible level administrative experience coordinating the planning, design, and construction and commissioning. One year of acceptable experience will be credited for each year of construction management experience up to a maximum of five years. Hospital experience. Knowledgeable in healthcare, long term capital planning, document management, construction management, budget management, time management, negotiations, regulatory (VDH, FGI, IBC, Local AHJ), Close outs.
Preferred Certifications & Licensures: Certified Facilities Constructor (CHC)