Develop Bid Documents Process Improvements

Transcription

1 Key Work Process (3): DEVELOP BID DOCUMENTS Process Owner: A. CAUSSADE Develop Bid Documents Process Improvements Work System Owner Ed Curry Work System Enabling Leader Dane Theodore, Priority Processes Owner Anibal Caussade, January 14, R E C I PI E T N GOVERNOR S STERLING AWARD SATELLITE HIGH SCHOOL SCIENCE BUILDING 2008 COCOA BEACH HIGH SCHOOL THEATRE 2007

2 Macro Process: DEVELOP BID DOCUMENTS Process Owner: A. Caussade Table of Contents 1. Cover Sheet 2. Table of Contents 3. Facilities Design Internal and External Customers 4. Macro Flow Chart - Manage Facility Design 5. Key Work Process 3 Flow Chart - Perform Program Development 6. DMAIC Lite Storyboard - Check Points Key Work Process 3 Process Selection Matrix Form 8. Key-In-Process Measures Determination Form System Form 9. BPS Process Management System 10. Macro Process Control System Form 11. Key Work Process 3 Process Control Form 12. Countermeasure Matrix 13. Countermeasure Action Plan Matrix 14. Action Plan Root Cause #2 15. Action Plan Root Cause #4 15. Action Plan Root Cause #5 16. Document Tree 17. Key Work Process Indicator Data

3 Key Work Process (3): DEVELOP BID DOCUMENTS Process Owner: A. Caussade FACILITIES DESIGN INTERNAL CUSTOMERS School Board Superintendent Area Superintendents District Administration School Administration FACILITIES DESIGN EXTERNAL CUSTOMERS State of Florida Florida Department of Education Parents / Guardians Students

4 Macro Process: MANAGE FACILITIES DESIGN Process Owner: D. THEODORE STEP WHO BPS SCHOOL BOARD BPS EDUCATIONAL DEPARTMENTS AND SCHOOLS BPS FACILITIES SERVICES CONTRACT ARCHITECT & ENGINEER NEED PERFORM DEVELOP NEED PROJECT DESIGN KWP 1 P1 - Pre-Design Schedule Milestones PERFORM PROGRAM DEVELOPMENT KWP 2 DEVELOP BUDGET DELIVERABLES: D1. Construction Scope of Work D2. Bid Documents D3. Design Criteria Package D4. Project Plans D5. Project Specifications D6. Approved Plans and Specifications QUESTION M/E/P Construction <$50,000 or Placement / Hookup of Relocatable Units? YES? NO DEVELOP QUESTION APPROVE QUESTION DEVELOP KWP 3 P8 - Develop Bid Documents Schedule Milestones BOARD APPROVAL REQUIRED? YES DEVELOP BID DOCUMENTS? NO D1 D2 Design / Bid / Build Project? PROGRAM BUDGET A&E? APPROVAL BY BOARD D3 Design / Build (D/B) Project? KWP 4 APPROVAL BY BOARD PROGRAM BUDGET DCP DEVELOP DESIGN CRITERIA PACKAGE KWP 5 APPROVE SELECT KWP 4 APPROVAL BY BOARD SELECT A & E SELECT DESIGN / BUILD CONTRACTOR APPROVE DESIGN QUESTION SUPPORT SUPPORT D4 D5 D6 KWP 6 DESIGN PROJECT P2 - Project Design Schedule Milestones P3 - Cost Design Deliverable Milestones KWP 7 APPROVAL BY BOARD SUPPORT BID & PERMIT ACTIVITIES P4 - Bid & Permit Support Schedule Milestones KWP 8 YES SUPPORT CONSTRUCTION & CONSTRUCTION CLOSEOUT ACTIVITIES? NO PROJECT DESIGN COMPLETE? QUESTION P5 - Construction & Construction Closeout Support Schedule Milestones P6 - Cost of Errors & Omissions as % of Construction Costs at Schedule Milestones YES? NO CONSTRUCTION & CLOSEOUT COMPLETE? CLOSEOUT KWP 9 CLOSEOUT A&E CONTRACT QUESTION P7 - A&E Contract Closeout Schedule Milestones YES? NO A&E CONTRACT CLOSEOUT COMPLETE? MANAGED NEED IS MET Q1 - Cost of Errors & Omissions as a % of Total Construction Cost Q3 - % Variance from Design Budget Q2 - % Variance from Design Schedule FACILITIES SERVICES / Robert J. Wiebel & Anibal Caussade 12/08/08

5 Key Work Process (3): MANAGE FD BID DOCUMENT DEVELOPMENT Process Owner: D. THEODORE STEP WHO BPS SCHOOL BOARD BPS EDUCATIONAL DEPARTMENTS AND SCHOOLS BPS FACILITIES SERVICES CONTINUING CONTRACTOR NEED NEED BID DOCUMENTS QUESTION PREVIOUSLY DEVELOPED STATEMENT OF WORK & SKETCH REQUIRED?? NO YES DEVELOP USE PREVIOUS STATEMENT OF WORK AND SKETCH INVESTIGATE VISIT CONFIRM P1 - Develop Bid Documents Development Schedule Milestones WP1 INVESTIGATE / VISIT / CONFIRM WORK REQUIREMENTS / NEEDS WP2 INVITE INVITATION TO PERFORM WORK VALIDATION WP3 CONTRACTORS WALK-THRU WORK FAMILIARIZATION / VALIDATION QUESTION REFINE DELIVERABLES: D2. Bid Documents a. Statement of work b. Sketch WALK-THRU WORK FAMILIARIZATION / VALIDATION COMPLETE? WP4 YES? NO REFINE BID DOCUMENTS COMPLETE P2 - Complete Bid Documents Development Schedule Milestones WP5 COMPLETED BID DOCUMENTS D2 QUESTION BID DOCUMENTS ARE COMPLETE? YES? NO MANAGED NEED IS MET! Design Macro Q2 - % Variance from Design Schedule FACILITIES SERVICES / Robert J. Wiebel & Anibal Caussade 1/05/09

6 ATTACHMENT A INSTRUCTIONS: Please return your completed DMAIC Storyboard, along with your Process Control System (both flow chart and indicator information) and your completed Action Plan (see Improve checkpoint #10), via to rseemer@etsfl.com and copy Steve Muzzy on all s. Thank you, Bob Seemer, President & COO, Electronic Training Solutions, Inc. Priority Process Name: Manage Facilities Design Work System / Leader: Dane Theodore DEFINE KWP 3 Bid Documents Development DMAIC Lite Storyboard 1. Describe how the linkage between the process Q measures and the District s KPIs (or strategic objective measures) was established and confirmed. A. In order to achieve the milestones identified in the 2008/2009 BPS Strategic Plan, as it related to Safe and Healthy Learning and Work and the Ten (10) Year Facilities Improvement Plan, the design of facilities must utilize a structured approach to controlling the cost of the design and the design implementation schedule. In light of this structured design approaches, constant monitoring of cost and schedule at all levels is imperative. Three (3) Macro Q Measures have been developed to collect cost and schedule data and one Key Work Process Q Measure: i. Q1 Cost of Errors and Omissions as a percent of Total Construction Costs. ii. Q2 Percent (%) Variance from Design Schedule and Design Completion. Q2.1 Percent (%) Variance from Develop Bid Documents Schedule Milestones iii. Q3 Percent (%) Variance from Design Cost. 2. Explain which process Q measure(s) will be improved. In order to identify the Q Measure to improve, a Facilities Design Priority Process Selection Matrix and a Key-In-Process Measures Determination form were created. See attachments. After analyzing the data contained in each attachment, it was determined that Q Measure Q2 and Q2.1 will be improved by improving key work processes Develop Bid Documents. 3. Develop a theme statement which will focus your process improvement efforts. The theme statement must be consistent with the measure in checkpoint #2, above. The process of developing bid documents, for Mechanical, Electrical and Plumbing projects with a project value equal to and less than $50,000, is not formalized. The lack of procedures and check sheets causes delays in getting the project well defined and permitted for construction. Facilities Construction DMAIC Lite 1/14/2009 Page 1

7 MEASURE DMAIC Lite Storyboard ATTACHMENT A 4. List up to five (5) potential problem areas in this process and the associated P measure(s) for each. A. BPS Representative does not have a clear understanding of the proposed work. B. BPS Representative does not have the expertise to accurately identify and describe the required work. C. BPS Representative does not have enough time to review and comprehend the scope of work or did not visit the project site. D. Poor records drawings are inaccurate and do not reflect current conditions. E. BPS Representative does not understand Code requirements. 5. Select the most significant problem or opportunity and develop a problem statement which answers the questions: A. What? B. When? C. Gap between actual and targeted values? Problem: The lack of bid document development procedures and check sheets causes delays in getting the project well defined and permitted for construction. Problem Statement: Capital Project construction started during 2005 and 2007 were delayed due to poor bid documents. Gap: Some project bid documents preparation is taking over 60 days to complete delaying work completion. (Hint: You may want to refer to the six sigma DMAIC course material, checkpoint #9 of the Measure step, as you develop your problem statement.) Facilities Construction DMAIC Lite 1/14/2009 Page 2

8 ANALYZE DMAIC Lite Storyboard ATTACHMENT A 6. List up to five (5) potential causes of the selected problem from checkpoint #5 in the Measure step. A. Inadequate time for the BPS Representative to investigate, research, write, draw and develop bid documents. B. BPS Representative lacks the experience or knowledge to develop the bid documents. C. Outdated / inaccurate record drawings D. Subcontractor base was not available to perform site visits. E. Lack of Code understanding. 7. List the root causes and describe the approach used to select them from among the others. Root Causes Approach Used To Select Root Cause A. Inadequate time Team Consensus B. Unqualified personnel Team Consensus C. Outdated data Team Consensus D. Lack of communication Team Consensus E. Code knowledge Team Consensus Facilities Construction DMAIC Lite 1/14/2009 Page 3

9 IMPROVE DMAIC Lite Storyboard ATTACHMENT A 8. List the countermeasure(s) you considered for implementation for each selected root cause from the Analyze step. A. Allocate ample time to investigate, do research and write bid documents. B. Allow well trained and experienced construction BPS Representatives only to create bid documents. C. Inventory record drawings to make sure they are accurate and up-to-date. D. Ensure qualified contractors spend ample time investigating, researching and visiting the construction site to validate bid documents. E. Understand the importance of having well trained BPS Representatives and contractors in the Code implementation. 9. Determine the effectiveness x feasibility score for each countermeasure, and note the highest scores. Root Cause Effectiveness Feasibility Overall Action A No B Yes C No D Yes E Yes (Hint: Refer to six sigma DMAIC course, checkpoint #18 of the Improve step.) 10. Develop an action plan for each countermeasure to be implemented which shows the following: A. What (description of countermeasure) B. When (projected start and end dates) C. Who (accountable person) D. Which organizations need to support you E. Estimated cost to implement See Attachment (Remember: your action plan(s) with this completed DMAIC Lite Storyboard, per instructions on page 1.) Facilities Construction DMAIC Lite 1/14/2009 Page 4

10 CONTROL DMAIC Lite Storyboard ATTACHMENT A 11. Briefly explain how you know the root causes were reduced or eliminated. Tracking bid document completions will identify the root cause of the problem. Depending on project complexity the root cause might be different depending of the person knowledge, experience and people skills. 12. Briefly explain how you know the problem was reduced. Bid document completions shall be reduced by at least 50% of the current levels. 13. Briefly explain how you know the theme measure was improved. A more efficient and well informed staff will be able to complete bid documents timely and correct. 14. Explain how you will prevent this problem from recurring. Continue to follow recently established process and track bid document completions with construction permit issuance. 15. Identify which other BPS locations should consider implementing your countermeasures. Maintenance, CTE, ET & Food Services with their Capital Project initiatives. 16. Identify what other BPS locations could learn from this project. Same as E. 17. List the remaining problem areas in this process. Budget must accommodate for the implementation for more training on Code requirements. Also ample time shall be provided to create accurate and complete bid documents. 18. List the key lessons learned from this process improvement. It is important to gather all pertinent information during the research phase including third party information to facilitate the completion of the bid documents. Facilities Construction DMAIC Lite 1/14/2009 Page 5

11 Work System: Manage Facilities Design BPS Process Management System Leader: A. Caussade Owner Members Key Work Priority Processes Name Name 1. KWP1 Perform Program 2. Development 3. KWP2 Develop Budget KWP3 KWP4 KWP5 KWP6 Develop Bid Documents Approval By Board Develop Design Criteria Package Design Project

12 Work System: Manage Facilities Design BPS Process Management System Leader: A. Caussade Owner Members Key Work Priority Processes Name Name 1. KWP7 KWP8 KWP9 Support Bid & Permit Activities Support Construction and Construction Closeout Activities Closeout A&E Contract

13 WORK IN PROGRESS Process Name: Facilities Design Process Customer: The School Board of Brevard County, representing staff, students, parents and the community Process Purpose: Facilities Project Design P1 P2 P3 P4 P5 P6 P7 Q1 Q2 Q3 Process and Quality Indicators Process Indicators And Quality Indicators Pre-Design Schedule Milestones Project Design Schedule Milestones Cost Design Deliverable Milestones Bid and Permit Support Schedule Milestones Construction and Closeout Support Schedule Milestones Cost of Errors & Omissions (E&O) as % of Construction Cost at Schedule Milestones A&E Contract Closeout Schedule Milestones Cost of Errors & Omissions as % of Total Construction Cost % Variance from Design Schedule % Variance from Construction Budget Control Limits Specs/ Targets Target: 100% Target: 100% Target: 100% Target: 100% Target: 100% Target: 1% Target: 100% Target: 1% Target: + 0% to - Target: ± 2.5% Baseline: -0.9% - 1.4% Macro Process Control System Process Owner: Dane Theodore / Walt Petters Critical Customer Requirements: Current Sigma Level: TBD Outcome Indicators: Q1 Q3 Checking / Indicator Monitoring Timeframe Data to Collect (Frequency) What is Checking Item When to or Indicator Calculation Collect Data? Completion status of required tasks at schedule milestones At least monthly Completion status of required tasks at schedule milestones At least monthly Completion status of required tasks at schedule milestones At least monthly Completion status of required tasks at schedule milestones At least monthly Completion status of required tasks at schedule milestones At least monthly Cumulative cost of E&O and cumulative cost of construction At least monthly at schedule milestones Completion status of required tasks at schedule milestones Total cost of E&O and total cost of construction Design due date and design delivery date Construction budget and total construction cost At least monthly A&E Contract Closeout A&E Contract Closeout A&E Contract Closeout Note: These P & Q measures do not apply to contractor-provided design work for minor renovation projects < $50,000 or placement/hook-up of relocatable units. Responsibility Who will Check? Contingency Plans / Miscellaneous Actions Required for Exceptions Procedure References Review / analyze situation and request that the A-E provides a recovery action plan. Review / analyze situation and request that the A-E provides a recovery action plan. Analyze design budget and prioritize project scope for potential work reductions. Review / analyze situation and request that the A-E provides a recovery action plan. Review / analyze situation and request that the A-E & Contractor provide a recovery action plan. Track Errors and Omissions Items to ensure A-E does not exceed the 1.0% limit. Find ways to minimize cost implications by reviewing the design at no extra cost to the Owner. Review / analyze situation and request that the A-E develop a recovery action plan. Do not use A-Es who commit over 1.0% construction cost target. due to errors and omissions. Review / analyze situation and request that the A-E provides a recovery schedule. Review / analyze situation and request that the A-E with the help of the Contractor provides potential work reductions to meet the budget. Approved: Date: Rev #: Rev Date: Facilities Design Process Control System As of:

14 WORK IN PROGRESS Process Name: Develop Bid Documents Key Work Process 3 Develop Bid Documents Process Control System (PCS) Process Owner: Dane Theodore / Walt Petters Process Customer: The School Board of Brevard County, representing staff, students, parents and the community Critical Customer Requirements: Process Purpose: Development of contract bid documents for M/E/P construction Current Sigma Level: TBD projects less than $50,000 and Placement and / or hook up of Relocatable Units. Outcome Indicators: Q2 and Q2.1 P1 P2 Q2 Q2.1 Process and Quality Indicators Process Indicators And Quality Indicators Develop Bid Documents Schedule Milestones Complete Bid Documents Schedule Milestones % Variance from Design Schedule % Variance Develop Bid Documents Schedule Milestones Control Limits Specs/ Targets Target: 100% Target: 100% Target: + 0% to - 20% Target: + 0% to - 20% Checking / Indicator Monitoring Timeframe Data to Collect (Frequency) What is Checking Item When to or Indicator Calculation Collect Data? Completion status of required tasks at schedule milestones Completion status of required tasks at schedule milestones Design due date and design delivery date Design due date and design delivery date At least monthly At least monthly A&E Contract Closeout At least monthly Note: These P & Q measures do not apply to contractor-provided design work for minor renovation projects < $50,000 or placement/hook-up of relocatable units. Responsibility Who will Check? Contingency Plans / Miscellaneous Actions Required for Exceptions Procedure References Review / analyze situation and request that the A-E provides a recovery action plan. Review / analyze situation and request that the A-E provides a recovery action plan. Review / analyze situation and request that the A-E provides a recovery schedule. Review / analyze situation and request that the PM provides a recovery schedule. Approved: Date: Rev #: Rev Date: Facilities Design Process Control System As of:

15 FACILITIES DESIGN PRIORITY PROCESS SELECTION MATRIX FORM Selection Factor Work Processes Importance x Gap = Point Score Priority Rank Investigate / Visit / Confirm Work Requirements / Needs Invitation To Perform Work Contractors Walk-Through / Work Familiarization & Validation Refine Bid Documents Complete Bid Documents SCALE: 5 = Extreme 4 = High 3 = Moderate 2 = Low 1 = None

16 KEY IN-PROCESS MEASURES DETERMINATION FORM Macro Outcome Measures Q2 - % Variance from Design Schedule Milestones Work Process In-Process Measures P8 Develop Bid Documents Schedule Milestones KWP3 Outcome Measures Work Process In-Process Measures P1 Develop Bid Documents Development Schedule Milestones Q2.1 - % Variance from Develop Bid Documents Schedule Milestones P2 Complete Bid Documents Development Schedule Milestones

17 Countermeasures Matrix: KWP3 - Develop Bid Documents ROOT CAUSE A. Inadequate time for the BPS Representative to investigate, research, write, draw and develop bid COUNTER- MEASURE Allocate ample time to investigate, do research and write bid documents PRACTICAL METHODS Develop a realistic task milestone schedule to investigate / research program requirements EFFECTIVENESS X FEASIBILITY = OVERALL ACTION No B. BPS Representative lacks the experience or knowledge to develop the bid documents Allow well trained and experienced construction BPS Representatives only to create bid Train BPS staff on how to develop bid documents Yes PROBLEM Capital Project construction started during 2005 and 2007 were delayed due to poor bid documents. C. Outdated / inaccurate record drawings Inventory record drawings to make sure they are accurate and up-todate BPS facility design and maintenance staff to review and update school and ancillary as-built drawings No D. Subcontractor base was not available to perform site visits. Ensure qualified contractors spend ample time investigating, researching and visiting the construction site to validate bid documents BPS staff to work with general contractors to ensure that adequate time is allocated for site visits Yes E. Lack of Code understanding Understand the importance of having well trained BPS Representatives and contractors in the Code implementation. Building Official to educate / update BPS staff Florida Building and Education Codes Yes Scale: 1 = Negligble 2= Somewhat 3= Moderate 4= Very 5 = Extreme

18 DMAIC LITE STORYBOARD IMPROVE CHECKPOINT 10 Countermeasure Action Plans COUNTERMEASURE B. Allow well trained and experienced construction BPS Representatives only to create bid documents PROJECTED START DATE July First Month of Fiscal Year PROJECTED END DATE June Last Month of the Fiscal Year ACCOUNTABLE PERSON SUPPORT ORGANIZATION ESTIMATED COST BPS PM None Cost of staff to develop, conduct and attend training classes. D. Ensure qualified contractors spend ample time investigating, researching and visiting the construction site to validate bid documents Week 1 of Project Week 3 of the Project BPS PM Support is required from Contractor, Subcontractors and School Administration Cost of BPS Facilities and School Administration staff to conduct site visits. E. Understand the importance of having well trained BPS Representatives and contractors in the Code implementation July First Month of Fiscal Year June Last Month of the Fiscal Year BPS PM None Cost of staff to develop, conduct and attend training classes.

19 KWP3 Action Plan #1 - Facilities Design Root Cause #2: BPS Representative lacks the experience or knowledge to develop the bid documents Date: 14-Jan-09 Countermeasure #2: Allow well trained and experienced construction BPS Representatives only to create bid documents Owners: A. Caussade Practical Method: Train BPS staff on how to develop bid documents No Task Develop and Distribute Bid Docs Development Training Milestone Schedule Send Out Bid Docs Training Class Notice Conduct Bid Docs Development Training Class Accountable Person Owner / A/E Owner / A/E Owner / A/E Scheduled Completed Scheduled Completed Scheduled Completed July August September October November December January February March April May June Comments Develop & Distribute Send Out Notice Training Month Bid Document(s) Yearly Training Schedule Send Out Notice Training Month Send Out Notice Training Month

20 KWP3 Action Plan #2 - Facilities Design Root Cause #4: Subcontractor base was not available to perform site visits D. Ensure qualified contractors spend ample time investigating, researching and visiting the construction site to validate bid Countermeasure #4: documents Date: 14-Jan-09 Owners: A. Caussade Practical Method: BPS staff to work with general contractors to ensure that adequate time is allocated for site visits. No. Task Accountable Person Bid Document(s) Project Site Visit Schedule (Weekly) Comments 1 2 Develop Ancillary and School Site Visitation Date Letter Schedule and Coordinate Ancillary and School Site Site Visits Owner / A/E Owner / A/E Scheduled Completed Scheduled Completed Develop Schedule & Coordinate 3 Conduct Site Visits Owner / A/E Scheduled Conduct Conduct Completed

21 KWP3 Action Plan #5 - Facilities Design Root Cause #5: Lack of Code understanding Date: 14-Jan-09 Countermeasure #5: Understand the importance of having well trained BPS Representatives and contractors in the Code implementation Owners: A. Caussade Practical Method: Building Official to educate / update BPS staff Florida Building and Education Codes No Task Develop and Distribute Code Training Milestone Schedule Send Out Code Training Class Notice Conduct Code Training Class Accountable Person Owner / A/E Owner / A/E Owner / A/E Scheduled Completed Scheduled Completed Scheduled July August September October November December January February March April May June Comments Develop & Distribute Send Out Notice Training Month Bid Document(s) Yearly Training Schedule Send Out Notice Training Month Send Out Notice Training Month Completed

22 Macro MANAGE FACILITIES Process: DESIGN Process Owner: A. Caussade Document Title: Process Improvement Document Tree MANAGE FACILITIES DESIGN MACRO FLOW CHART KWP9 CLOSEOUT A&E CONTRACT FLOW CHART KWP1 PERFORM PROGRAM DEVELOPMENT FLOW CHART KWP3 DEVELOP BID DOCUMENTS FLOW CHART Key Work Processes 1-9 MACRO PCS MACRO DMAIC LITE STORYBOARD MACRO DMAIC LITE STORYBOARD MACRO PRIORITY PROCESS SELECTION MATRIX FORM KWP1 DMAIC LITE STORYBOARD Note 1 KWP1 PRIORITY PROCESS SELECTION MATRIX FORM KWP3 DMAIC LITE STORYBOARD Note 1 KWP3 PRIORITY PROCESS SELECTION MATRIX FORM MACRO PRIORITY PROCESS SELECTION MATRIX FORM KWP9 ACTION PLAN(s) KWP1 ACTION PLAN(s) KWP3 ACTION PLAN(s) MACRO KEY IN-PROCESS MEASURES DETERMINATION SYSTEMS FORM KWP9 COUNTERMEASURE MATRIX KWP1 COUNTERMEASURE MATRIX KWP3 COUNTERMEASURE MATRIX KWP9 INDICATOR DATA KWP1 INDICATOR DATA KWP3 INDICATOR DATA 1st DMAIC Lite Storyboard 2nd DMAIC Lite Storyboard 3rd DMAIC Lite Storyboard Note 1: May be required if flow chart has internal work process in addition to individual steps.