Presented By: Debbie Hunt Florida Department of Transportation District Seven Director of Transportation Development October 16, 2013

Transcription

1 PROJECT MANAGEMENT IN A DOT ENVIRONMENT Presented By: Debbie Hunt Florida Department of Transportation District Seven Director of Transportation Development October 16, 2013

2 Mission Safe Transportation System Mobility of People and Goods Enhance Economic Competitiveness Quality Environment Livable Communities

3 Design Department Structure In-House Design Projects 10% Design Consultant Projects 90% Department PM s Roadway Structures Drainage Traffic Utilities Permitting Department Disciplines

4 Project Life Cycle Design-Bid-Build Project Creation Local MPO Priority or Maintenance Need Develop Conceptual Scope Develop Conceptual Estimate Prioritize FHWA Approval, When Applicable Budget

5 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

6 Delivery Methods Determine Most Efficient Delivery Method Design-Bid-Build A+B Contracts Incentive/Disincentive Design-Build No Excuse Bonuses Lump Sum

7 Project Life Cycle Design-Bid-Build Consultant Procurement Project Creation Delivery Method will determine how Procurement is Accomplished

8 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

9 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

10 Project Life Cycle Design-Bid-Build Plans Production Project Creation Consultant Procurement Survey Complete, Design Begins Phase Submittals 15% Line & Grade - Reconstruction 30%, 60%, 90% and 100%

11 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!

12 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

13 Project Milestones Construction NTP Project Letting 60% Plans `` 90% Plans Final Plans 45% ROW Mapping Public Meetings 30% Plans 15% Line & Grade Design NTP

14 Project Life Cycle Design-Bid-Build Plans Production Project Creation Consultant Procurement Advertisement Period 30 Days 60 Days, Highly Complex Bid Q&A Revisions Project Award

15 Project Life Cycle Design-Bid-Build Plans Production Project Creation Consultant Procurement PM On-Call Project Award Under Construction

16 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

17 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

18 Questions

19 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

20 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.

21 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