Note that the time needed to prepare change notices must be estimated in the change notices themselves. Also, when a project is extended, a change notice should be presented to cover the extra management costs this would entail.
Coordination in each discipline and quality reviews should be part of the engineering deliverables. The same is true when preparing site visits and equipment reservations, which should be part of the site visit and not project management. However, coordination for travel as well as car and hotel reservations can be included in project management.
Other activities can be added depending on the mandate:
- Subcontractor management
- Personnel qualification with the client (e.g., for POVs, start-ups, personnel changes, etc.)
- Coordination of required site work training and HSE card validation.
- Travel coordination, particularly for international travel: visa, passport, etc.)
For proposals, feel free to include HSE fees in a separate item and clarify follow-up expectations: monthly reports, client meetings, minutes of meetings, etc. Sometimes, clients do not want project management as a separate budget item, so you have to split it up into each of the work packages.
Finally, for very small projects, the effort required to process files and coordinate with clients must also be estimated in the proposal.