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When to hire a professional project manager
You must hire a professional project manager for any project that requires building consent. We recommend hiring a professional project manager for all high value or complex projects.
If your project is small, you can use a non-professional project manager such as a school staff member or board member. If you are paying for project management services, the panel should be used.
Project administration services (on their own) can also be provided by some of the panel members if the project does not require a professional project manager.
Procuring a professional project manager
The property project and programme management (PPPM) panel is the only panel from which the Ministry and schools must engage project or programme managers for their property projects.
Process for schools
Refer to our PPPM panel members list to see who’s available in your region, and make a shortlist.
Request for property project management service form
Use the request for property project management service form to ask for quotes from your shortlisted suppliers. Make sure that you fill out the first 3 pages of the form to clarify your requirement and the skills needed, including cultural needs if appropriate, before sending it to each supplier.
We highly recommend that you invite each shortlisted supplier for a school visit so you can meet in person. You should also check at least 2 recent references before evaluating their quotes.
Request for property project management service formGuidance on conducting reference checks and due diligence
To help with the review of all quotes you received, you can use the evaluation summary template available on the second to the last page of the request form.
Once the entire form is completed, send a copy to your Property Advisor so they can put it in your property file.
Guidance on conducting reference checks and due diligence
You do not need the Property Advisor’s endorsement to award the contract. It is your discretion to award the contract to your preferred supplier following the above process. However, you must notify the Ministry who you have contracted for project management services by sharing your completed request for property project management service form.
Paying for project management and setting fees
You need to pay for project management as part of the project budget.
You can negotiate either an hourly rate fee, or a fixed fee for the duration of your project. Seeking competitive quotes will allow you to assess value for money in the current market.
A fixed fee is often better for a project with set scope and budget.
Paying an hourly rate is generally beneficial for smaller projects or for longer-term contracts where there is uncertainty on the exact requirements, and work is completed as needed.
If you need more help, contact [email protected]
What your project manager needs
Your project manager needs to be familiar with everything at your school.
They need access to:
- your 10 Year Property Plan (10YPP)
- information on delegations for the project
- your school’s property maintenance plan
- your school’s hazard register and asbestos management plans
- project forms.
They also need to be familiar with the following requirements.
Designing Schools in Aotearoa New Zealand standards
