THANKS TO OUR SPONSORS! Hill International Consulting, Inc.

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1 THANKS TO OUR SPONSORS! Hill International Consulting, Inc.

2 CMAA has met the standards and requirements of the Registered Continuing Education Program. Credit earned on completion of this program will be reported to RCEP at RCEP.net. A certificate of completion will be issued to each participant. As such, it does not include content that may be deemed or construed to be an approval or endorsement by the RCEP.

3 Benefits of Project Management Information Systems. Learning Objectives: Owners Procurement and Selection Process Examples of Owner Use of PMIS e-builder Newforma

4 Fairfax County Government Capital Project Management Information Systems (CPMIS) Presented for: CMAA - Owner s Committee Presented by: Brad S. Melton, Director, Utilities Design and Construction / Wastewater Design and Construction Department of Public Works and Environmental Services Working for You! A Fairfax County, VA, publication January, 2017

5 Capital Project Management Information System Presentation Goal: To share information about moving towards a CPMiS if an organization is considering a system. Overview: 1. Overview of Fairfax County Capital Projects Program 2. Snapshot of Current Project Management Systems 3. Reasons to Implement New CPMiS 4. Review the Development of the RFP 5. Discuss Vendor Selection Process 6. Current Status / Plan For Implementation

6 Definition of CPMIS A Capital project management information system (CPMIS) is the coherent organization of the information required to execute projects successfully. A CPMIS is typically one or more software applications and a methodical process for collecting and using project information.

7 Overview of Fairfax County Approximately 1.1 million residents About 400 square miles Current Operating Budget $4 Billion (larger than 4 States)

8 Department of Public Works and Environmental Services DPWES Wastewater Management Stormwater Management Solid Waste Capital Facilities Building Design and Construction Utilities Design and Construction Wastewater Design and Construction

9 Building Design and Construction Division Buildings 48 active projects Project Types: Libraries, Fire Stations, Police Stations Jails, Courthouses Vehicle Maintenance Garages Human Services Government Centers Public Private Partnerships Project range: $2 to $110 million Total Project Estimates: $1 Billion

10 Utilities Design and Construction Division Transportation Improvement Projects Designs by FCDOT, Construction by DPWES Over 140 active projects Types of Projects Roadway, Intersection Improvements Sidewalks, Trails, Bus Shelters Commercial Revitalization Projects range: $200k- $30 million Total Project Estimates: $140 Million

11 Utilities Design and Construction Division Stormwater Projects 37 Active Projects Types of Projects Stream Restoration Lake Dredging, Dam Rehabilitation Pond Improvements Projects range from $200k- $10million Total Project Estimates: $100 Million

12 Wastewater Design and Construction Division Wastewater Projects 32 Active Projects Types of Projects Noman Cole Wastewater Treatment Plant Sanitary Sewer Pipe Replacement/Lining/Rehab Pump Station Rehab Project range: $1 million - $250 million Total Project Estimates: $1 Billion

13 Current Project Reporting System

14 Current Project Management Processes Spreadsheets: Payment tracking, Change Order tracking, Project Logs, etc Sign-offs for documents - routed from one in-box to the next Inconsistent Document Storage, each Division, each Project Limited file search capability File Transfer with vendors limited by firewalls, file size Difficult for Managers and Project Managers to extract information Fairfax County has used software for construction management on large projects; Constructware, E-Builder for example (Project Level)

15 Reasons for a New System Capital Program Growth $300,000,000 $250,000,000 Total Annual Contract Expenditures $200,000,000 $150,000,000 $100,000,000 $50,000,000 $0 FY13 FY14 FY15 FY16 FY17

16 Reasons for a New System Capital Program Growth Access to dashboard information, at Project level and Program level

17 Project Level Dashboard

18 Program Level Dashboard

19 Reasons for a New System Capital Program Growth Access to dashboard information Cloud based storage, greatly improves file transfer and collaboration with vendors Increases access to files from smartphones, tablets, laptops

20 Reasons for a New System Capital Program Growth Access to dashboard information Cloud based storage, greatly improves file transfer and collaboration with vendors Increases access to files from smartphones, tablets, laptops Document storage 100% consistent across entire department Powerful file search capability Eliminates double or triple entry of data and errors that occur Electronic routing and sign-offs

21 Reasons for a New System Attract the next generation of staff (tech savvy engineers) Transition of Staff (Work Flow processes well documented) Move to paperless system (sustainability) Ability to leverage new technology for Electronic Plan Review, Virtual 3D Models, Augmented Reality Halographic Models.

22 Request For Proposal Development Internal Needs Assessment, scope of system grew, agencies grew Decided to hire Gartner to Develop RFP: Conducted formal Needs Assessments, all stakeholders Market scan to possible product solutions Reviewed the current reporting system Identify Functional Requirements, 6 categories General Program Project Management Contract Management Financial Management Document Management Reporting Identify Technical Requirements (93 items) NFR1 - Supports 300 users (internal and external) NFR8 Control access based upon roles, groups, individuals NFR52 Integration with and other Office 365 functions Prepare Process Flow Maps for Each Project Type

23 Building Project Phases

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26 FCDOT & DPWES CAP Utilities Design & Construction Transportation Project Phases 1. Planning/ Comp Plan/ CLRP 4b. Survey/ Mapping 5a. Value Engineering 5d. Final Design (100%) 7. Utility Relocation 2. TPP Development 4a. Environmental /NEPA 5b. Intermediate Design (50-60%) 6. Land Acquisition (Right of Way) 8. Permitting 3. Study/ Feasibility/ Corridor Study 4. Scoping/ Preliminary Design (30%) 5c. Pre-Final Plans (90-95%)

27 FCDOT & DPWES CAP Utilities Design & Construction Transportation Project Phases 9a. Pre- Construction 12. Admin/ Finance 13. Traffic Calming 9b. Construction 10. Warranty 11. Final Acceptance & Closeout

28 Request For Proposal Development Started with Internal Needs Assessment, the scope of system grew, number of agencies grew Decided to hire Gartner to Develop RFP: Conducted formal Needs Assessments, all stakeholders Market scan to possible product solutions Reviewed the current reporting system Identify Functional Requirements, 6 categories Identify Technical Requirements (93 items) NFR1 - Supports 300 users (internal and external) NFR8 Control access based upon roles, groups, individuals NFR52 Integrates with and other Office 365 functions Prepare Process Flow Maps for Each Project Type Prepare Detailed Work Flow Diagrams for Each Gear of Each Project Type

29 Process Flow Diagrams

30 Vendor Selection Process Competitive Negotiation, Best Value determination Initial Vendor Submission includes Technical Proposal / Sealed Cost Proposal SAC reviews Technical Proposals, selects highest rated vendors for Product Demonstrations Conduct Product Demonstrations Open Sealed Cost Proposals and Conduct competitive negotiations with top rated vendors Final Selection

31 Current Status

32 Phased Implementation Wastewater Division of 20 People 32 active projects TPE = $1 billion Buildings Division of 57 People 48 active projects TPE = $1 billion Stormwater 3 Divisions 37 active capital projects / Maint. TPE = $100 million Transportation 2 Divisions 140 active projects TPE = $140 million? Park Authority Other Agencies Department of Housing Facilities Management

33 Challenges Size / Scope of the System, number of agencies, wide variety of project types Commitment of resources to implement Old and New processes running concurrently until system established New system great for typical projects; concern for smaller or unique projects, PPP, alternative delivery approaches Work Flows need to be flexible / easily changeable to adapt to new ways of doing business

34 Change

35 Fairfax County - CPMIS Questions?

36 Questions? Brad Melton, Director, Utilities Design and Construction Division, Fairfax County Kassa Seyoum, Section Chief, Studio #5, Division of Building Design & Construction, DGS Keith W. Tyson, Group Leader, Technical Services Group, Washington Suburban Sanitary Commission