Lessons Learned Impacting Bridget Malinowski and John Stevens

Transcription

1 Lessons Learned Impacting 2015 Bridget Malinowski and John Stevens

2 Agenda Review lessons learned Maintain the schedule Potential change orders Agency coordination Claims process Design and construction issues 2

3 Lessons Learned

4 Lessons Learned Monitor the schedule Thorough and efficient review of detailed project schedule Need to monitor production rates New schedule specification Communicate potential change orders (PCOs) Identify and communicate early Increased quantities for items Coordination with agencies can be tricky Claims process 4 DRAFT

5 Maintain the Schedule

6 How to Manage the Schedule Are production rates being met? Track productions rates Validate actual start and finish rates of activities Include milestones and reflect right-of-way (ROW) acquisition dates Does delay affect critical path? Can delay be mitigated by modifying staging or re-sequencing work? Time extensions need to include detailed explanations and analysis, not simple recommendations New Time Extension Evaluation Due Diligence Checklist available Adhere to revised Progress Schedule Specifications 6

7 NEW Checklist Asks specific questions to confirm all issues are addressed and considered Needs to be completed and submitted by the construction manager (CM) with any time extension request Available in e-builder 7

8 Baseline Schedule Due Date Current Within 30 calendar days of the issuance of the Notice to Proceed (NTP) New Within 14 calendar days of the issuance of the Notice to Proceed (NTP) 8

9 Payment Withheld until Baseline Approved Current Payment may be withheld if a Baseline Schedule is not submitted within 14 days of NTP New Payment will be withheld until a Baseline Schedule has been submitted and accepted by the Tollway unless the Tollway has not provided responses to the Baseline Schedule submittal within 14 calendar days of the submittal 9

10 Revised Baseline Schedule Current If the Contractor requests changes to the accepted Baseline Schedule or when actual critical path progress is 14 calendar days behind the accepted Baseline Schedule, the Contractor shall submit a Revised Baseline Schedule New If the Contractor requests changes to the accepted Baseline Schedule or when the actual critical path contains 14 or more calendar days negative float and the Contractor has not submitted a Request for Extension of Time per , the Contractor shall submit a Revised Baseline Schedule 10

11 Rejected Schedule Current If the Contractor requests changes to the accepted Baseline Schedule or when the critical path progress is 14 calendar days behind the accepted Baseline Schedule, the Contractor shall submit a Revised Baseline Schedule The Tollway shall have 14 calendar days from the receipt of the submittal to review the schedule. New If the Tollway is going to reject a Baseline Schedule, the Tollway will call a meeting with the Contractor and CM in order to discuss the deficiencies in an attempt to more quickly reach resolution and obtain an acceptable Baseline Schedule. 11

12 Schedule Analyzer Software Current The contractor is required to check their Baseline Schedules and subsequent Monthly Progress Schedules using Schedule Analyzer Pro prior to submitting to the Tollway. New When the total contract dollar value is over $10 million, the contractor is required to check their Baseline Schedule and subsequent Monthly Progress Schedule and subsequent Monthly Progress Schedules using the Schedule Analyzer Pro or other approved equal analyzing software, prior to submitting to the Tollway. 12

13 13 Potential Change Orders

14 Potential Change Orders (PCOs) Communicate PCOs EARLY Each CM creates a log for each project Template PCO log is found in e-builder Project 16 under Documents/ISO forms Submit the log to Samantha Isaacson (sisaacson@getipass.com) EVERY Wednesday Report sent every Monday to all stakeholders Attend the monthly meeting if PCO greater than $100K and/or time extension request Meetings are held at the Tollway Annex the first Friday of each month Corridor Construction Managers (CCMs), Project Managers (PMs) and CMs should attend the meeting 14

15 Sample PCO Log

16 Timely Documentation is Required Work cannot proceed without prior approval or authorized quantity Follow the process Once Authorization to Proceed (ATPs) are approved, submit change order/extra work order (CO/EWO) immediately Payment cannot be made until the CO/EWOs are approved CMs need to keep track of quantities paid to date compared to approved to date Utilize the quantities spreadsheet from FieldSys to monitor potential changes Review all submittals (not all submittals need to be approved by the DSE) Pay estimates should be submitted at least monthly RFI responses due in seven days or less Submittals due in 14 days or less 16

17 Subcontractor Form A-15 Subcontractors must be approved in writing before they can begin any work Forms are required for all subcontractors performing work on the contract, regardless of the value of their subcontract, excluding those that transport materials Exception: if the transporter is listed on the DBE Utilization Plan, they ARE required to submit Form A-15 17

18 Agency Coordination John Stevens

19 Utility Coordination Invite utility representatives to weekly progress meetings Verify the relocation Performed in accordance with the plan Actually works for the project Submit timely documentation Know when to raise an issue 19

20 CM Utility Coordination Responsibilities Overall Maintain a presence in the field to monitor utility work Assist the utility in verifying control points and other survey information Verify the utility work does NOT conflict with the Tollway s project and complies with the Utility Work Order Verify the utility relocation eliminates conflicts with the Tollway and other utility facilities being relocated Coordination of utility work Damage to utility facilities Review of reimbursable costs for utility work Documentation of utility work 20

21 Agency Permit Coordination Starts with design; not the contractor s responsibility Coordinate through one point of contact EOWA: Manar Nashif, mnashif@getipass.com I-90: Jim Mayer, jmayer@getipass.com Systemwide: Erik Stanley, estanley@getipass.com Be specific Send a cover letter summarizing the specific request Submit with the applicable drawings/specifications Highlight or note the specific pages to reference Confirm the correct recipient received the plans Follow up with the Tollway point of contact for progress 21

22 Once Permit is Received Adhere to the permit stipulations Note the construction access provided or stipulations Adhere to the working hours identified and plans Follow the lane closure times If there is a problem Identify a viable solution Contact the identified Tollway point of contact 22

23 Claims Process

24 Claim Definitions Claim: A written request from a Contractor claiming that extra compensation is due to work or materials not clearly covered in the Contract and not directed by the Tollway as Extra Work. Disputed Claim: A claim for additional compensation based on contractual interpretation made by the Contractor that has been rejected by the Tollway, but the Contractor wishes to pursue the matter. Scenarios vary based on individual projects 24

25 Claims Process If contractor believes extra compensation is due Contractor must submit claim in writing before beginning work CM must acknowledge and record potential claims log CM and CCM evaluate the claim and provide recommendation in writing to the Tollway Monitor and document details for actual cost of the work DPM and PM review the disputed claim Claims Administrator reviews the documents and determines if the claim has merit If denied, appeal can be made to the Chief Engineer 25

26 Design and Construction Issues Bridget Malinowski 26

27 Design Issues Design review, design deviations and BWAs are improving Reminders Provide a minimum two weeks for review and ample time for plan check meetings Perform internal QA/QC before each submittal Do not assume something is correct if there are no comments BWA will have e-builder process Use Earthwork Schedule (Base Sheet M-44) 27

28 Construction Walkthroughs Tollway has performed 29 walkthroughs on 23 contracts in 2014 Approximately 30 more contracts are expected through the end of 2014 Contact Andrew Lewis at to schedule a walkthrough Walkthroughs are not approval of work Responsibilities Contractor is responsible for quality control for every item in the contract CM is responsible for quality assurance 28

29 Construction Issues Use the information in the plans Soil borings Plans included for reference Details and standard drawings Specifications Tollway Supplemental Specifications 29

30 Construction Issues (cont d) RPM installation Tollway met with CMs and DCMs to discuss the proper RPM installation Contact Erik Stanley at to set up a meeting Overweight permits Schedule shipments early 30

31 Construction Issues (cont d) Temporary concrete barrier (TCB) wall anchoring Tollway inspected the anchoring of TCBs throughout the system Storm sewer cleaning CM needs to verify that storm sewer cleaning has been performed Picture of a storm sewer a month after it was cleaned 31

32 Audits Tollway performed 208 audits and issued 31 NCRs in 2014 Consultants and contractors need to make sure they are performing their internal audits 32

33 Design Bulletins Visit under Doing Business to find these interim updates to the manuals, guidelines, specifications, etc. Most design and construction bulletins are reviewed by the industry prior to publishing 33

34 Design Bulletins Design bulletins Bridge Scupper Spacing Railroad Bridge Fence Design Guide for Repairing Temporary Concrete Barrier Design Guide for Late Season Temporary Pavement Markings Design Guide for Pavement Marking Tape, Type IV Construction bulletins Quality Standard for Temporary Concrete Barrier 34

35 35 Questions?

36 36 THANK YOU