kandil_sameh_cpmpart 4 _b

AR50383 Assignment Name: (Sameh Kandil Mohammed Ibrahim)

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Contents

1.0 Introduction .................................................................................................................................. 3

1.1 Purpose of Close out Report ...................................................................................................... 3

2.0 Project Closure Notifications ...................................................................................................... 3

2.1 Work Accpetance ........................................................................................................................ 3

2.2 Outstanding Works ..................................................................................................................... 3

2.3 Completion of Contractual Obligations ...................................................................................... 3

3.0 Project Evaluation ........................................................................................................................ 4

3.1 Time Performance ...................................................................................................................... 4

3.2 Cost Performance ....................................................................................................................... 4

3.3 Quality Performance ................................................................................................................... 5

3.4 Scope Performance .................................................................................................................... 6

4.0 Lessons Learned ......................................................................................................................... 6 5.0 Commentary ................................................................................................................................ 6 List of Figure Figure 1 Quality Trending…...………………………………………………………………………………………………….5 Close out Report History

Version Date Author/Editor Reasons 01 30nd March 2017 CPM Ltd. Close out Report


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1.0 Introduction 1.1 Purpose of Close out Report

Concept Project Management Ltd. prepares the project close out report in order to be submitted to the steering committee of Copham Hospital to satisfy them that the project is completed successfully to the required conditions and functions as per the project design and specifications. This report will ensure, evaluate and identify the followings;

• Ensure that the client/authorities’ formal acceptance for the executed works has been achieved. • Ensure that all the contractual issues have been fulfilled. • Evaluate how well the project was performed against the planned objectives including time, cost, quality and

scope performance. • Identify the remedial works (outstanding). • Identify the lessons learned.

2.0 Project Closure Notifications 2.1 Work Acceptance

The consultants have inspected the completed work packages and a snagging list was produced for some defects that appeared to the consultant during the inspection. The contractor finalized the entire snagging list and handed over successfully all the work packages free of defects to the consultant who has formally accepted it. Also, the civil defence inspected and accepted the fire fighting system and the electricity/ water authority inspected and accepted the electrical and sanitary systems.

The consultant and different authorities have run integrated test and formally accepted the overall integrated performance of all hospital systems when they were all operated together. Based on all the above, a Practical Completion Certificate was issued to the contractor confirming the acceptance of all the executed works except some remedial works to be done during the defects liability period. 2.2 Outstanding Works

There are some remedial works that have to be accomplished by the contractor during the defect liability period, such as;

• Some damages to the floor coating have to be rectified in the plant rooms that were occurred during the equipment commissioning.

• Five fan coil units have to be changed at the main reception in the clinical accommodation building.

2.3 Completion of Contractual Obligations

All the contractual aspects between client and contractor have been completed and fulfilled except some obligations to be fulfilled during the defects liability period. The completed aspects include;

• The contractor carried out and completed the work in a proper manner according to the contract document, health and safety plan and quality plan.

• The contractor supplied the proper materials to be used in constructing the hospital.

• The contractor handed over the project without any delays from his side.

• The contractor supplied all the required bonds, insurances and permits during the project.

• The contractor handed over successfully to the consultant/client the followings;

ü As built drawings, documents and works schedule. ü Operation and maintenance manuals. ü Training to the operation team. ü Operating instructions and procedures.

• The client has released all the contractor’s payments within the specified time limit mentioned in the contract.

• The client has released half of retention monies and the second half will be released by the end of defect liability period.

• The client has awarded an extension of time and prolongation cost to the contractor due to excusable delays.


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3.0 Project Evaluation 3.1 Time Performance

The design consultant delayed (-30 days) in developing the concept design, however, these delays were mitigated in the stage of developing the detailed design and tender documents. Moreover, (-30 days) resulted from the change order and (-5 days) resulted from the inclement weather.

The contractor was awarded extension of time of 35 days due the excusable delays resulted from the change orders and inclement weather.

3.2 Cost Performance

The project original budget was set to be 31 million but by the end of construction the total expenditures became 31.7 million due to the change orders, which increased the fees that have to be paid to the design consultant, and PM for extending their services beside the a one-month prolongation cost that had to be paid to the contractor.

Milestones/Deliverables Planned Date Actual Date Variance Behind Schedule Reasons

Procure Project Management Firm Mar-26-2014 Mar-26-2014 0 days Procure Design Consultant May-07-2014 May-07-2014 0 days Concept Design Development Aug-07-2014 Sep-07-2014 - 30 days Delays in mobilizing the required professional

staff (Mitigated) Detailed Design and Tender Docs. Jan-26-2015 Jan-26-2015 0 days Tender and Awarding Apr-30-2015 Apr-30-2015 0 days Commencement of Construction Jun-03-2015 Jun-03-2015 0 days End of Construction Feb-12-2017 Mar-17-2017 - 35 days Delays resulted from weather and materials

change orders issued by client. Procuring the new materials consumed more time to get it delivered to the site. (Time Extension)

# Item Estimated Budget

Actual Budget

Variance Over Budget Reasons

1 Professional Fees 2,700,000 £ 2,760,000 £ -60,000 £ The service of PM and design consultant was extended 35 days because of the time extension that awarded to the contractor due to client’s change orders and inclement weather.

2 Land Purchase 1,000,000 £ 1,000,000 £ 00.000 £

3 Civil and Architectural Works

10,336,842 £ 10,936,842 £ -600,000 £ Changing the material of acoustic ceiling and flooring in hospital corridors and plant rooms.

4 Mechanical Works 5,336,842 £ 5,336,842 £ 00.000 £

5 Electrical Works 1,389,474 £ 1,389,474 £ 00.000 £

6 Sanitary Works 600,000 £ 600,000 £ 00.000 £

7 Fire Fighting/Alarm 336,842 £ 336,842 £ 00.000 £

8 Medical Equipment 4,000,000 £ 4,000,000 £ 00.000 £

9 Commissioning 2,000,000 £ 2,000,000 £ On-going

10 Contingency 2,575,000 £ 2,675,000 £ -100,000 £ 1 month of prolongation that was paid to the contractor.

11 Surface Diversion, Access Road and Decant Cost

725,000 £ 725,000 £ 00.000 £

Total 31,000,000 £ 31,760,000 £ -760,000 £


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3.3 Quality Performance

During the construction period: 965 work inspections, 370 material inspections and daily quality site walks were conducted. Moreover, 18 non-conformance reports (NCR) were raised and closed.

The project recorded some deviation as per below figure;

Figure 1

In general, the project was delivered with a high standard of quality except some remedial works.

Code Item Cases Number

A Deviation from specification 1 B Use if unapproved drawings 1 C Use of superseded drawings Nil D Use of unapproved materials 3 E Damage to materials 2 F Not following manufacture’s instruction 1 G Not working as per method statement 3 H Inadequate supervision 2 J Other miscellaneous causes 5


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3.4 Scope Performance

During the project, two change orders were issued for changing the materials of acoustic ceiling and flooring in hospital corridor and plant rooms.

Changing the aforementioned materials increased the project budget plus the long delivery duration of these materials delayed the completion date. 4.0 Lessons Learned

5.0 Commentary 5.1 To who and why

This report will be submitted to the steering committee of Copham Hospital and CPCT in order to;

• Satisfy them that the project is completed successfully to the required conditions and functions as per the project design and specifications.

• To sum up the project performance in terms of scope, time, cost and quality in order to highlight the lessons learned and recommendations. Therefore, the report will give a direction for how to plan better for the future projects using the lessons learned of the past ones.

• To draw the attention for the outstanding works that has to be done.

• To confirm that all the contract mutual obligations were fulfilled.

• To confirm the project has achieved the project charter’s objectives.

5.2 When and how

The close out report has to be submitted by the end of construction period as a revision 1 and then a revision 2 has to be submitted after the completion of defects liability period to include the performance and lessons learned for that period as well.

The de-brief will be conducted in form of close out report.

Topic Lessons Learned Description Method of Circulation of Lessons

Stakeholders It is necessary to get formally all the stakeholders’ requirements in order to avoid the changes during construction, as the change orders are always have a cost and time impact.

Ensure that a team has to be assigned for understanding and collecting formally the stakeholder requirements.

Schedule More time has to be considered to enable the designer to do his staff mobilization.

Ensure that 30 days for the mobilization of design staff has to be considered for all future projects.

Quality During equipment commissioning, floor protection has to be fixed to protect the floor from potential damages.

Ensure that the floor protection methods have to be considered for all future projects.

Risks The risk assessment for civil works ignored the inclement weather effect on project completion date.

Ensure that the weather effect has to be considered in assessing the project risks and thus accurately estimate the contingency fund.


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5.3 How to collect project data

The project data will be collected through ACONEX (www.aconex.com). Aconex is a platform that has the ability to upload, store and share the drawings, reports, schedules, specifications, emails, contracts, invoices, transmittals and other documentations among the project participants. All the required data for assessing the schedule performance, budget performance, quality performance and scope performance can be downloaded easily from ACONEX.

5.4 Organizational learning’s evaluation and recording

All the organizational procedure manuals, always used in the future projects, have to be updated in new revisions using the lessons learned and recommendations of the close out report. These manuals are;

• Budget and cost management.

• Procurement management.

• Contract administration.

• Communication management.

• Change management.

• Schedule management.

• Quality management.

• Risk management.

• Health, safety and environment.

• Estimating management.

When all the aforementioned manuals will be updated using the close report outcomes (lessons learned& recommendations) then it is guaranteed that all the forthcoming projects will get the benefits of the close out reports outcomes.

kandil_sameh_cpmpart 4 _b

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