This document explains the infrastructure project design development, procurement and construction safety, cost and quality control process and the roles of the key stake holders such as; Hampton School Board, Munro School Board, Munro and Dickenson Trust, National Education Trust Jamaica and the Ministry of Education Jamaica.
1. PROJECT DEFINITION
1.1 An infrastructure project is defined as a construction project which involves the planning, budgeting, design, contracting and project controls procedures require to implement the project. Project types would include the repairs and improvement of broken windows, painting walls, eaves troughs, leaking classroom roofs, lab equipment and sport facilities. The construction of new structures would also be included. All projects are to be executed at Munro College and Hampton School located in St. Elizabeth, Jamaica and managed 100% by the Munro Hampton Infrastructure Fund (MHIF) based in Canada
2. PLANNING & BUDGETING
2.1 Agree with the school Trust and Boards which projects are priority and timelines for implementation. Consultant fees and Government approvals and permits associated with the planning and pre-construction phase of the project implementation process.
2.2 Establish written project scope, preliminary architectural and engineering conceptual sketches and designs.
2.3 Select team of architectural and engineering consultants. The Munro Hampton Infrastructure Fund (MHIF) will seek consultants who are willing to donate their services for the school projects. Request for Quotations will be requested from at least 3 consultants for those design disciplines that not consultant willing to donate their time was found. The MHIF will endeavour to secure donated consulting services from construction industry professionals who are Alumni of the schools.
2.4 Prepare preliminary architectural and engineering conceptual sketches and designs.
2.5 Prepare Order of Magnitude Class D Project Budget to include for Soft Cost and Hard Cost.
2.6 Prepare Master Project Schedule containing design, stakeholder approvals, municipal approvals, procurement and construction activities
2.7 Present Preliminary Design, Master Project Schedule and Class D Cost Estimate for review and approval by the School Board, School Trust, the National Education Trust and the Ministry of Education.
3. DESIGN DEVELOPMENT
3.1 Depending on the size of each project a decision will be made whether to proceed straight to the 100% final design stage or prepare a definitive design at a 40% to 30% design stage.
3.2 At the definitive design stage a Class C or Class B Cost Estimate would be prepared.
3.3 At the final design stage a Class A Cost Estimate would be prepared.
3.4 All Cost Estimates to include;
Soft Costs – Architectural and Engineering design fees, government approvals and permits, land surveying, quantity surveying, monthly progress payment certification.
Hard Costs – All Construction Material and Labour Cost for all required contractor trades.
3.5 Cost estimates will be prepared by professional construction cost engineers and quantity surveyors based on current construction material and labour rates and government approval fees.
4. APPROVALS
4.1 The following documents will be prepared and submitted by the MHIF to the local municipal agencies such as the parish council and NEPA to secure construction building permits;
Architectural and Engineering design drawings and specifications
4.2 The following documents will be prepared and submitted by the MHIF for final review and approval by the School Board, School Trust, the National Education Trust and the Ministry of Education;
4.2.1 Architectural and Engineering design working drawings and specifications prior to the start of any construction to ensure that it meets standards and to ensure that the project location does not pose any threat to any future development plans the Ministry of Education may have for the school.
4.2.2 The Construction Cost Estimate and Bill of Quantities. Final project cost is to be provided also for records purposes.
4.2.3 Copies of Municipal approvals
4.2.4 Construction Project Schedule
4.2.5 Contact Information for all project managers and consultants
4.2.6 Monthly Project Controls Reports
5. PROCUREMENT
5.1 Request for Quotations (RFQs) will be issued to local contractors and vendors by the MHIF. The MHIF will publish tenders to the general public when required by the Jamaican Ministry of Education.
5.2 The MHIF will expedite a minimum of 3 quotations from vendors or construction contractors for work to be executed on site.
5.3 All Project Management will be the sole responsibility of the MHIF. This includes all Pre-Construction activities such as design, procurement, approvals, and the issuing of RFQs and Tenders as well as activities during the construction phase such as site work coordination, safety procedures, contract administration, monthly progress payment certificates, project controls monthly reports.
5.4 The MHIF will appoint a project manager responsible for all aspects of the project and accountable to the Board of the MHIF.
6. PROJECT CONTROLS
6.1 The MHIF appointed Site Project Manager will be responsible for ensuring all safety policies are implemented and followed each day during construction.
6.2 The MHIF project manager working in association with the MHIF quantity surveyor when required is to certify that all design work or construction work on site is completed or has made progress as outlined in the contract documents.
6.3 Progress payment certificates are to be expedited by the MHIF project manager for construction work construction work that is to be certified by the quantity surveyor.
6.4 The MHIF project manager is to submit all invoices from the consultant, contractor, vendor and government agency to the MHIF Board by the 28th of each month for review and approval by the Board by the 1st Tuesday of each month.
6.5 All payments will be made directly from the MHIF bank account to the bank account of the relevant consultant, contractor, vendor or government agency.
6.6 The MHIF project manager is to submit the Monthly Project Controls report for each project containing the updated Monthly Project Financial Summary, Updated Construction Schedule and Progress Photographs.
Exceptions to this policy require the approval of the Board of the MHIF.
Policy edition: 2021