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

Questions

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