project management in a dot environment ... management in a dot environment presented by: debbie...
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PROJECT MANAGEMENT IN A DOT ENVIRONMENT
Presented By: Debbie Hunt Florida Department of Transportation District Seven Director of Transportation Development October 16, 2013
Mission
• Safe Transportation System • Mobility of People and Goods • Enhance Economic Competitiveness • Quality Environment • Livable Communities
Design Department Structure
In-House Design Projects
10%
Design Consultant
Projects 90%
Department PM’s
Roadway Structures Drainage
Traffic Utilities
Permitting
Department Disciplines
Project Life Cycle • Local MPO Priority or Maintenance
Need • Develop Conceptual Scope • Develop Conceptual Estimate • Prioritize • FHWA Approval, When Applicable • Budget
• Design-Bid-Build
Project Creation
Scoping • What is the Purpose of the Project?
• New Construction • Reconstruction • Resurfacing, Restoration and Rehabilitation (RRR)
• Determine Project Typical Section and Limits • Deliverables: Reports, Plans, Right of Way Maps, Cost,
Specifications • Environmental Coordination: Re-evaluation, when needed • Coordination Effort: Public Meetings, Utility Coordination, Permits
Delivery Methods
Determine Most Efficient Delivery Method • Design-Bid-Build
• A+B Contracts
• Incentive/Disincentive
• Design-Build
• No Excuse Bonuses
• Lump Sum
Project Life Cycle
Consultant Procurement
• Delivery Method will determine how Procurement is Accomplished
• Design-Bid-Build
Project Creation
Consultant Acquisition Process • Design-Bid-Build
Project Advertisement
• Two week advertisement for Letter of Interest (LOI) submittal
Long List
• All LOI’s submitted to FDOT by Design Consultants are reviewed
Short List
• Top 3 Teams plus 1 Alternate are Shortlisted • Selection based on evaluation by Design Discipline Heads and Project Manager • Letters Evaluated for: Safety, Project Understanding, Technical Merit, Proposed
Staffing, QA/QC Plan and Innovation
Consultant Acquisition Process • Design-Bid-Build
Shortlist Firm Evaluation
• Shortlisted firms evaluated and ranked by a Technical Review Committee (TRC) • Oral Presentation, Oral Interview, or written Technical Proposal depending on
project complexity • Scoring based on same criteria questions used to create the shortlist
Selection
• Final Selection made by Senior District Management • Based on TRC ranking
Project Life Cycle
Consultant Procurement
Plans Production
• Survey Complete, Design Begins • Phase Submittals
• 15% Line & Grade - Reconstruction • 30%, 60%, 90% and 100%
• Design-Bid-Build Project Creation
Internal Controls for Monitoring Project • Monthly Production Meeting
• Consultant Acquisition Summary • Project-by-Project Status Report by Project Manager
• Is the project on schedule? • Address potential changes to project costs. . . • Discuss any potential roadblocks!
Internal Controls for Monitoring Project • Critical Path Method (CPM) Scheduling - Primavera
• Define length of time for each activity • Relationships between tasks • Customized Template Schedule
• Major Reconstruction • Resurfacing (RRR) • Bridge
Project Milestones
Public Meetings
15% Line & Grade
Final Plans
Construction NTP
Project Letting
90% Plans ``
60% Plans
45% ROW Mapping
30% Plans
Design NTP
Project Life Cycle
Consultant Procurement
Plans Production
• Advertisement Period • 30 Days • 60 Days, Highly Complex
• Bid Q&A • Revisions
• Design-Bid-Build Project Creation
Project Award
Project Life Cycle
Consultant Procurement
Plans Production
• PM On-Call • Design-Bid-Build Project Creation
Project Award
Under Construction
What Works Well For Us • Focus on Project Safety • Well Defined Scopes
• Department PM’s know their projects • Communication with Internal and External Stakeholders
• FHWA • Agencies and MPO’s • Local Businesses • Property Owners and Homeowner Associations • Department Maintenance and Traffic Operations
• Communication with Design Consultants • Implementing Lessons Learned • Completing a Project within Budget • FICE
Frequently Asked Questions • What Kind of Authority Does the PM Have? Design Decisions, except for Variations and Exceptions Invoice Approval Speak on behalf of FDOT to citizens, business owners, and local government
• How Does a PM Work with Other Divisions or Offices? Begin with Respect Communicate Early and Often
• How Does a PM Obtain Resources/Staff with Other Projects Going on Simultaneously?
Establish Deadlines Early based on Input from Key Department Staff Build Flexibility into the Schedule Communicate Early and Often Prioritize Needs
• How is Issue Resolution Accomplished Nail Down the Issue All Applicable Department Staff Meet Together Know When to Elevate Always Remember Safety is the Bottom Line
Consultant Acquisition Process • Design-Build
Department Develops Request For Proposals (RFP) with Preliminary Design Plans
Department Advertises Project
Contractor/Consultant Teams submit Extended Letter’s of Interest (ELOI’s)
Department Grades ELOI’s
DB Teams Proceeding to Procurement Process must attend Pre-proposal Meeting
Consultant Acquisition Process • Design-Build
DB Teams formulate design solutions in conformance with RFP. Solutions not in conformance with RFP must go before the Alternative Technical Concepts (ATC)
Department evaluates ATC’s
ATC’s accepted are incorporated into an RFP Addendum. DB Teams are advised on unacceptable ATC’s
DB Teams prepare and submit Technical Proposal. DB Teams summarize Technical Proposal in a “Page Turn” meeting with department staff.
FDOT evaluates Technical Proposals and conducts Q & A sessions with DB Teams.
Consultant Acquisition Process • Design-Build
FDOT Scores Technical Proposals
DB Team’s submit Price Proposal
FDOT combines Technical Scores and Price Proposal into a Final Score for Selection
FDOT Selection Committee makes Final Selection
DB Team selected begins Construction