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PROJECT DELIVERY ACADEMY

MODULE 2A Project Initiation and Scoping

Wednesday, February 12, 2020

PROJECT DELIVERY ACADEMY MODULE 2A: Project Initiation and Scoping

INTRODUCTION

Presented by:

Jennifer Catapano Project Delivery Academy Facilitator Project Resource Office


Presented by:

Jeff Ross Senior Lead Applications Developer Project Resource Office

PIRT & DICE

QUESTIONS?



BREAK


PROJECT MANAGEMENT GROUP (PMG)

Presented by:

Craig Regulski, P.E. Senior Project Manager Project Management Group

OVERVIEW

• PROJECT MANAGEMENT GROUP (PMG) OVERVIEW • PLANNING AND PROGRAMMING • PROJECT DEVELOPMENT • QUESTIONS??

ADOT ORGANIZATION

PROJECT MANAGEMENT GROUP OVERVIEW

PROJECT MANAGEMENT GROUP OVERVIEW

• RESPONSIBLE FOR LEADING THE DEVELOPMENT OF ALL PROJECTS TO BE ADVERTISED FOR CONSTRUCTION BY ADOT C&S

• PERFORMANCE GOAL TO ADVERTISE AN EVEN AMOUNT OF PROJECTS EACH QUARTER • 20/30/30/20

P r o j e c t S o u r c e s

WHERE DO STATE PROJECTS COME FROM? ADOT’s Transportation Improvement Plan (TIP): (STIP, 5-year plan, the Program) ADOT Multi-Modal Planning Division (MPD) – responsible for development of 5-year program

PLANNING & PROGRAMMING

T y p e s o f P r o j e c t s PLANNING & PROGRAMMING

T y p e s o f P r o j e c t s PLANNING & PROGRAMMING

Information is generally sparse! ..THAT IS THE IMPORTANCE OF A PROJECT MANAGER

Let’s investigate

P r o j e c t I n f o r m a t i o n

WHAT DOES THE PM KNOW ABOUT THE SCOPE OF A PROJECT?

Type of Work: Pavement Preservation Location: Location (I-19) MP 43, 7 Miles of Improvement Schedule: Design FY18| Construction FY20

Budget: Design: $320,000 Construction: $16,033,000 Funding: NH (Federal National Highway Funds) NHPP (National Highway Performance Program)


F i s c a l Y e a r

WHAT IS A FISCAL YEAR?

ADOT FISCAL YEAR (FY): JULY 1ST TO JUNE 30TH WE’RE CURRENTLY 2 MONTHS INTO 3RD QTR FISCAL YEAR 2020 FY20 SNAP-SHOT:

109+ PROJECTS WILL BE DELIVERED/ADVERTISED FOR CONSTRUCTION $150M IN DESIGN FUNDING $873M IN CONSTRUCTION FUNDING


P r o j e c t S o u r c e s PLANNING & PROGRAMMING WHERE DO LOCAL PROJECTS COME FROM? • Council of Governments (COGs)

• Metropolitan Planning

Organization (MPO)

PLANNING & PROGRAMMING P r o j e c t S o u r c e s

WHERE DO LOCAL PROJECTS COME FROM? • Council of Governments (COGs)


Organization (MPO)


WHERE DO LOCAL PROJECTS COME FROM? • Council of Governments

(COGs) • Metropolitan Planning

Organization (MPO)


WHERE DO LOCAL PROJECTS COME FROM? • Council of Governments (COGs)


Organization (MPO)

P r o j e c t M a n a g e m e n t PROJECT DEVELOPMENT

GO

! 1 Week 3 Weeks 1-3 Months

STATE PROJECT

3 Months 4-6 Weeks 1-2 Months

LOCAL PROJECT

P r o j e c t S e t U p – F u n d i n g A u t h o r i z a t i o n PROJECT DEVELOPMENT

PM

Lead Designer In-house – ADOT roadway Consultant – Prime

ADOT Traffic ADOT Predesign

ADOT Bridge ADOT Material

etc..

Roadway Review

ROW PM or coordinator

ROW on-call

Utility coordinator EPG PM C&S

Utility on-call

EPG on-call

ROW acquisition Parcel owner

Utility relocation Utility company

NEPA scoping USFWS …etc.

SEO

Local PM or Representative Key External Stakeholders General Public Construction District …etc.

PMG Management PRO/LPA

P r o j e c t S e t u p - T e a m E s t a b l i s h m e n t Subprogram

manager

PROJECT DEVELOPMENT

S c o p e , S c h e d u l e , & B u d g e t

PROJECT WORK PLAN WORKBOOK

THIS IS OUR PROJECT FOUNDATION

• Defines

• Team

• Communication Protocol

• Design Criteria

• Project Schedule/Budget

• Project Risks/Risk Register

• Project Quality Plan

PROJECT DEVELOPMENT

ADOT (30% OF PROJECTS – NO LOCAL PROJECTS) ADOT PM is the facilitator between the technical groups ADOT technical teams perform design services, ADOT team members are assigned from the following disciplines:

Consultant (70% OF ALL PROJECTS) Prime Consultant performs all design disciplines and clearance documentation- internal staff or Subconsultants - Need to use subconsultants to meet Disadvantaged Business Enterprise (DBE) Goal

WHO WILL DESIGN THE PROJECT?

Pre-Design Roadside Traffic Geotech Right of Way Roadway Drainage Contracts & Specs HSIP Environmental Pavement Survey Bridge TSMO Utility/RR

D e s i g n e r A s s i g n m e n t PROJECT DEVELOPMENT

S t a g e I & P r o j e c t S c o p i n g PROJECT DEVELOPMENT

• KICK-OFF MEETING AND SITE VISIT

• GATHER PROJECT INFORMATION INCLUDING

• SURVEY & MAPPING

• STAKEHOLDER INTERESTS/CONCERNS

• RECORD DRAWINGS, ETC.

• RECOMMEND AN APPROACH WHICH BEST FITS THE NEEDS OF THE PROJECT AND THE

CONSENSUS OF THE STAKEHOLDERS.

• PREPARE AND FINALIZE SCOPING DOCUMENT

WHAT IS DONE DURING STAGE I/SCOPING?


WHAT IS A SCOPING DOCUMENT? • Feasibility Studies • Design Concept Reports • Project Assessments • Scoping Letters Concurring Signatures from:

Pre-Design Environmental Project Management Subprogram Manager

Deputy State Engineer District Engineer


S t a g e I I – S t a g e V PROJECT DEVELOPMENT

C h a n g e A p p r o v a l P r o c e s s

PROJECT DEVELOPMENT

• CHANGES IN PROJECT SCOPE, SCHEDULE, OR BUDGET REQUIRE FORMAL APPROVAL

FROM ADOT COMMITEES

• 3 TIERED PROCESS –

• PROJECT REVIEW BOARD (PRB) – MEETS EVERY TUESDAY AT 9:00 AM

• PRIORITY PLANNING ADVISORY COMMITTEE (PPAC) – MEETS ONCE A MONTH

• STATE TRANSPORTATION BOARD – MEETS ONCE A MONTH

HOW ARE PROJECT CHANGES APPROVED AND DOCUMENTED?

C h a n g e A p p r o v a l P r o c e s s

PROJECT DEVELOPMENT

C l e a r a n c e s PROJECT DEVELOPMENT

E n v i r o n m e n t a l C l e a r a n c e PROJECT DEVELOPMENT • National Environmental Policy Act (NEPA) • Clean Water Act (CWA) • Clean Air Act • Endangered Species Act • Migratory Bird Act • Section 106 of the National Historic Preservation Act

(NHPA) • Section 4(f) of the U.S. Department of Transportation

Act • Procedures for Abatement of Highway Traffic Noise and

Construction Noise • Resource Conservation and Recovery Act

Visualize all engineering alternatives E n v i r o n m e n t a l C l e a r a n c e

PROJECT DEVELOPMENT

U t i l i t y C l e a r a n c e PROJECT DEVELOPMENT

U t i l i t y C l e a r a n c e PROJECT DEVELOPMENT

Southern Ave

Baseline Rd

202 South Mountain

• ROW Clearance process starts after Stage III/60% Submittal

• New ROW can take 6 months or much, much longer:

R i g h t o f W a y C l e a r a n c e PROJECT DEVELOPMENT

• ALL CLEARANCES HAVE BEEN OBTAINED

• ALL REVIEW COMMENTS HAVE BEEN ADDRESSED

• CONTRACTS & SPECIFICATIONS HAS REVIEWED AND APPROVED SPECIFICATIONS AND

ENGINEER’S ESTIMATE

• PLANS, SPECS, & ESTIMATE COMPLETE AND SEALED

WHEN IS THE PROJECT BID READY?

B i d R e a d y PROJECT DEVELOPMENT

• C&S submits Federal Authorization Request to FMS

• FMS submits to FHWA

• 2 to 3 weeks later – FHWA gives Federal Authorization

• C&S Advertises!

WHEN WILL THE PROJECT ADVERTISE?

A d v e r t i s e m e n t f o r C o n s t r u c t i o n PROJECT DEVELOPMENT

A d v e r t i s e m e n t f o r C o n s t r u c t i o n

• C&S submits Federal Authorization Request to FMS • FMS submits to FHWA • 2 to 3 weeks later – FHWA gives Federal Authorization • C&S Advertises!

WHEN WILL THE PROJECT ADVERTISE?

PROJECT DEVELOPMENT

[email protected] [email protected] 602-712-8555

Craig Regulski, P.E. Senior Project Manager ADOT Project Management Group

QUESTIONS??? COMMENTS???

P r o j e c t D e v e l o p m e n t – I n i t i a t i o n a n d D e s i g n PROJECT DELIVERY ACADEMY MODULE 2(A)

mailto:[email protected]

mailto:[email protected]


CONTRACTS AND SPECIFICATIONS (C&S)

Presented by:

Sarkar Rahman, P.E. Transportation Engineer II Contracts and Specifications

Presentation by Sarker Rahman


What is the function of C&S?

What does C&S do? How much time do we invest in advertising a project?

5%, 15%, 20%, 30% or more?


What does C&S do? Biddable, Awardable, Constructible FHWA guidance states that plans and specifications must describe the location

and design features and the construction requirements in sufficient detail to allow accurate bids, to facilitate construction and enable the State to control the contract.

Cost estimating Build engineers estimate Authorize the project from FHWA Submit - DBE Goal Request Advertise project


Address/answer contractors questions and concerns during bidding period

Send addendum if needed Open Bid Review Bid Tabulations Write justifications, if needed Make recommendation to STB Work on bid protests with SEO

What is the function of C&S? • Biddable

• Errors, omissions, conflicts - Example • Uncertainty, quantified

• Awardable • Unbalanced Bid "A bid is mathematically unbalanced if the bid is structured in such a way that a price does not really

reflect the actual price for the item. Some has a nominal price others have inflated prices. "A bid is materially unbalanced if there is a reasonable doubt that award to the bidder submitting the

mathematically unbalanced bid will result in the lowest ultimate cost to the Department

• Constructible • Clear and feasible construction techniques

• Example

Incorporate information from other ADOT Sections through Clearances

Before a project can be authorized and advertised, it must be cleared Utility & Railroads Group, the Right of Way Group, and the Environmental Planning Group. Requirements from these clearances are incorporated into the project Special Provisions.

C&S’s Challenges Post advertisement activities are ignored Addendum

Look towards PM and designer Postpone the project Schedule messed up

Changing scopes at Stage IV or later Communication gap between C&S and PMG Comments are not addressed MDR not available at Stage III Conditional Clearances

Specifications Provide written direction to contractors Constitute most important documents to inform the contractor of The work to be performed Agency established conditions and restrictions

concerning work performance Quality and quantity measurement for the work

performed Compensation for the work

• Standard, stored, and item specifications

Item Specifications

AASHTO Five Point Format Description…

Five Key Principles 5Cs

Can we build it with the info given? Challenges Specifications tips – useful - result

Contracts and Specifications

• Advertises construction projects State funded Federally funded Local Public Agency projects

• Does not Advertise • Procurement Projects • Certification Acceptance Agency projects

Estimate Construction Costs • Prepare Engineer’s Estimate of Construction Costs

Required for all Federal Aid projects. Essential for: • Cost-based estimating • Contacting materials sources • Evaluation of bids for unbalancing

Hierarchy of Project Documents

Supplemental Agreements Generated in the field by the Resident Engineer

• Special Provisions • Project Plans

• Standard Drawings • Standard Specifications - The Blue Book

Justification of Award of Contract or Rejection of Bids

If the apparent low bid is more than 10% above or 15% below the Engineer’s Estimate, C&S prepares a Justification Memo. The memo is: • Written to the State Engineer • Explains the differences between the low bid and Engineer’s Estimate • Recommends: ▻ Award to the low bidder, ▻ Rejection of low bid and award to second low bidder, or ▻ Rejection of all bids

Contractor Prequalification Contractor Prequalification

Execute Construction Contracts

Prepare and execute construction contracts in accordance with the Department’s requirements, rules, and regulations, and the special provisions for the project Ten days for contractor Ten days for the Department Challenges – inquiries from Stakeholders Quick start


Contractor Prequalification ADOT prequalifies contractors for a maximum programmed amount and for the type of work. See the link below for ADOT’s Prequalification Application: http://azdot.gov/business/ContractsandSpecifications


Subscribe for updates http://www.azdot.gov/business/ContractsandSpecifications

http://www.azdot.gov/business/ContractsandSpecifications

http://www.azdot.gov/business/ContractsandSpecifications

KAIZEN

KAIZEN Before All teams had a different way of developing a projects. After This staff meeting helped bring consistency among all teams.

Effect: Kaizen Effect Consistency among all teams, Cohesive. Communications, Engaged

KAIZEN INITIAL OBSERVATION AFTER KIZEN OBSERVATION

Compile Contract Documents Print

Notify the Contractor

Pick-up Documents

Return the Executed Contract

Compile Templates

Sent Templates

Via DocuSign

Return the Executed Contract Via

DocuSign

KAIZEN Before:

6 documents need to print, compile, notify the contractor to collect documents. Contractor physically collet documents, execute and return back to C&S.

After The documents sent electronically via DocuSign and executed documents retuned electronically as well.

Effect: Minimize error, no printing, no phone call and no trip Reduces over processing, defects, saving time and money.

Thank you for Your time and Attention

ADOT Contracts & Specifications 602-712-7221

Contracts and Specifications Questions and Comments



ANNOUNCEMENTS

• Next Training Session – February 26, 2020 – Module 2B - Design and Clearances

• Training Survey


QUESTIONS?


THANK YOU!

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