FAQs: Program Management Family of Documents

What are the key attributes of the Program Management Family documents?

The Program Management family of documents was initially developed for use on an owner’s program that includes more than one project. In a multiple project scenario, the owner retains a program manager to assist the owner in an advisory capacity on matters that impact the entire program during design and construction. The owner retains a design manager to assist the owner and the program manager in developing and establishing the program. The design manager develops the program’s design standards and performs schematic design and design development services for each project to develop a transfer package for the architect of record for each project in the program. The owner retains one or more architects of record to complete the design and perform construction administration services for each project. Contractor(s) and subcontractors build the work. 

The Program Manager family was expanded in 2014 to include an owner/program manager agreement for a single project  In a single project scenario, the owner still retains a program manager to assist the owner in an advisory capacity throughout the design and construction of a project.  However, unlike in a multiple-project scenario, an owner does not retain a design manager and an architect of record to perform design services. Instead, the owner contracts with an architect and contractor as it would on any other conventional (design-bid-build) project.

 

What documents form the Program Management family?

The following documents comprise AIA’s Program Management family of documents: 

C171™–2013, Standard Form of Agreement Between Owner and Program Manager, for use in a Multiple Project Program; 

C172™–2014, Standard Form of Agreement Between Owner and Program Manager, for use on a Single Project; 

B171™–2013, Standard Form of Agreement Between Owner and Design Manager for use in a Multiple Project Program; and 

B172™–2013, Standard Form of Agreement Between Owner and Architect for Architect of Record Services;

 

What is the role of the Program Manager under C171–2013?

AIA Document C171–2013 is a standard form of agreement between owner and program manager for use in a program with more than one project. The program manager assists the owner in an advisory capacity, on matters that impact the program, during design and construction. The program manager’s basic services primarily relate to overseeing the development and implementation of the owner’s program and include creating a program management plan to describe the scope of the program and related requirements; managing program-related information across the multiple projects in the program; developing a program-wide budget and schedule, and establishing quality control guidelines.

 

What is the role of the Design Manager under B171–2013?

AIA Document B171–2013 is a standard form of agreement between owner and design manager for use in a program with more than one project and where design management services are to be provided under a separate contract with the owner. The design manager is required to assist the owner and the program manager in developing and establishing the owner’s program. Additionally, the design manager provides limited architectural services for each project in the program. Upon the development of the program, the design manager is required to develop the design standards, which will provide a functional, aesthetic, and quality framework for the projects in the program. After establishing the design standards, the design manager performs schematic design and design development architectural services for each project in the program in order to develop a transfer package that the owner can provide to the architect(s) of record for each project in the program.

 

How does the role of a Program Manager in a single project scenario under C172–2014 differ in a multiple project scenario under C171–2013?

As the titles indicate, an owner should use C172–2014 to hire a program manager for a single project and C171–2013 to hire a program manager for a multiple project program.  Many of the program manager’s services are the same in both agreements. For example, the single-project program manager must establish a program management plan at the outset of the project, create and distribute periodic project reports, and manage issues related to the project’s budget, schedule, and quality.  The multi-project program manager performs these same services. 

However, several of the single-project program manager’s services are specifically tailored for an individual project.  For example, the C172–2014 does not assume that the program manager will implement a robust information management system similar to the program management information system in C171–2013. Instead, users can select between a sophisticated project management information system, a simplified file sharing system, or no information management system at all. 

The C172–2014 also contains optional cost estimating and construction administration services for the single-project program manager to perform if selected.  In contrast, the multiple-project program manager does not perform services of this nature as its involvement with each individual project does not reach this level of detail.

 

What is the role of the Architect of Record under B172–2013?

The architect of record, an entity separate and independent from the program manager and design manager, acts as a project-specific architect. The architect of record is responsible for the preparation of the construction documents, based on criteria received from the owner in a “transfer package”, and related design and bidding phase services, and administration of the owner/contractor agreement on a project by project basis. 

AIA Document B172–2013 may also, with some modifications, be appropriate for use in other circumstances where an architect is asked to prepare construction documents based on the preliminary design work of another and to provide related bidding and contract administration services for a project.

 

Does a Program Manager under C172–2014 have the authority to direct the work of the architect or contractor?

No. The program manager under the C172–2014 acts only as the owner’s advisor during the design and construction of the project.  However, the owner may act on its own authority based on the program manager’s recommendations or advice.

 

On what types of projects is it appropriate for an owner to hire a program manager using the C172–2014?

The C172–2014 is suitable for use on a conventional (design-bid-build) project in which an owner needs assistance or advice in managing aspects of design and construction. The program manager’s duties include assistance evaluating design professionals and contractors, establishing and monitoring the owner’s budget and schedule, and managing information and documents on the owner’s behalf.  The C172–2014 contains features that allow it to be used on projects of almost any size and complexity. For example, the C172–2014 contains several optional cost estimating and construction administration services for the program manager to perform if selected. The C172 also allows the parties to select what type of information management system, if any, the program manager will implement on the project.

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