The Williams House

Historic restoration to The Williams House located in the Dewitt Park Historic District of Ithaca, New York

Renovation of The Williams House located on Cayuga Street in the Dewitt Park Historic District of Ithaca, New York. The home was originally designed by Clinton Loop Vivian for the Roger B. Williams family of First national Bank. Interior restoration began in August 2017 and was completed in March 2018. Exterior restoration began in April 2018 with completion in October 2018.

Hayes Strategy was the Project Manager representing the Owner, Travis Hyde Properties, for this project.

Hayes Strategy collaborated with the Ithaca Landmarks and Preservation Commission, (ILPC) and Architect Jason Demerest in restoring this circa 1906 historic mansion


Project Services

Bid Phase

Construction Team Selection

Provide an analysis of the proposing contractors bid packages and develop selection criteria matrix for review. Subsequently meet with stakeholder group to advise on selection of contractor, selection is typically based on elements such as proposed schedule, cost, staffing and value engineering ideas. Assist Owner in the award of the contract and negotiation of appropriate terms in the General Contracting Agreement with the selected contractor.

Project Coordination

Coordinate, attend and conduct project meetings with stakeholders, County team, municipality, and contractors to prepare a project schedule, incorporating construction activities for the landlord, tenants, exhibit installation and tenant move-in. Collaborate with the general contractor and architect team to develop value engineering options to reduce cost for the project. Present options to stakeholders group for review and selections.

Monitor & Review Schedule

Monitor and regularly update the schedule to effectively relay impacts due to landlord scope and schedule and field conditions. Review the Master Project Budget with the stakeholder group. Confirm budget includes all costs for the project. Provide budget updates and Commitment reports as project buy-out is completed

Cash Forecast

Work with the project team to generate cash flow forecast for the project and update on a regular basis. Collaborate with the owner account manager to set up chart of accounts for the project.

Construction Phase: Project Management

Meeting Coordination

Provide experienced on-site staff to coordinate the project. Schedule and conduct project meetings with the owner’s stakeholder group to discuss matters such as procedures, progress, open issues, scheduling, coordination, etc. Ensure preparation and distribution of meeting minutes with schedule and budget update

Attending Meetings

Attend progress meeting with the landlord (Tompkins County) design and construction team to coordinate efficient construction phasing and staging for all contractors. Attend progress meeting with the sub-tenants to review progress, schedule and coordinate move-ins

Maintaining Project Schedule

Collaborate with the General Contractor, County and tenants to develop a project schedule, incorporating submittal phase, sequencing and durations, long lead items, mobilizations, staging and construction. Provide regular monitoring of the schedule as construction progresses. Identify and report on potential variances between the schedule and jobsite expectations. Review schedule for work not started or incomplete and recommend to Owner and GC adjustments in the schedule to meet their completion date

Coordinate Inspections

Coordinate periodic inspection by the architect and other necessary consultants on the work of the contractors

Interface with Architect & Contractor

Consult with the architect on any contractor request interpretations of the meaning and intent of the drawings and specifications, and assist in resolution of any issues. Provide owner interface with the General Contractor and the Architect team during the submittal and RFI phase to efficiently respond to arising issues. Present open items to the stakeholder groups to make final selections of interior finishes in a timely manner as to not delay the project schedule. J. Ensure the general contractor is maintaining at the project site, current as-built drawings, submittals, RFI’s, record of all contracts, shop drawings, samples, safety manuals, etc.

Construction Phase: Cost Tracking & Reporting

Manage Project Budget

Manage the project budget and monitor the General Contractors change order logs ensuring that all pending or projected costs/savings and tracked in a timely and accurate manner and reported to the owner regularly

Monitor Costs

Provide regular monitoring (monthly) of the anticipated projected costs. Identify variances between actual and budgeted and advise the owner whenever project costs are anticipated to exceed budgets

Refine Costs & Change Orders

Revise and refine the anticipated final project cost, including projection reports monthly. Develop, implement and manage a system for review and processing of change orders. The key to a financially successful project is to manage change orders and field authorization on a timely manner to prevent budget overruns or the need to negotiate change orders once work is in place.

Project Closeout Phase

Punch List Management

Upon determination by the contractor of “substantial completion” of the project or designated portions thereof, direct the architect’s preparation of their punch list. Facilitate owner walk through with the owner’s facility management team to create their punch list. Coordinate with the architect to develop one master punch list that will be issued to the contractor. After the architect certifies the date of “substantial completion” facilitate and monitor the contractor’s completion of and the architect review and approval of all punch list work.

Final Completion

Coordination the architect’s determination of final completion and provide notice to the owner and architect that the work is ready for final inspection. Coordinate with the contractors and vendors to provide electronic close out package to the owner and architect. Ensure as-built documents are transferred to the architect and record drawings are finalized and issued to the owner for archiving.