2016 Preconstruction Conference - Montana Department of ...

2016 Preconstruction Conference - Montana Department of ...

Consultant Design Ryan Dahlke Consultant Design Engineer Bryan Miller Consultant Plans Engineer 2016 Preconstruction Conference 2016 Preconstruction Conference

New CFR/Consultant Selection Scoping of Consultant Work Reviewing Consultant Work Consultant Performance Evaluations Term Contracts Questions & Answers 2016 Preconstruction Conference What are we going to talk about today? Consultant Design Consultant Projects in a typical

year: 15% of the number of projects let to construction (~20) 30% of the total construction dollars (~$90 million) 2016 Preconstruction Conference What we do Consultant Design AECOMTechnicalServices,Inc. AMTechServices AabergCulturalResource Consulting Service AbelinTrafficServices

Ackerlund,Inc Aero-Graphics AndersonConsultingEngineers AtkinsNorthAmerica,Inc. Atkins-PBS&J BergmannAssociates,Inc. BigSkyAcoustics,LLC BigSkySubsurface BolandDrillingCo. BruceBoodyLandscapeArchitectInc. CDM-Smith CTAArchitectsEngineers CWGP.C.Architects CityofBillings CollinsEngineers,Inc. ComptonSignatures

ConfluenceConsulting,Inc. Cornforth(Landslide Technology) CulturalResourcesConsultingServices (CRCS) DJ&A,P.C. DKSAssociates DOWL DanBrownandAssociates DiExSys,LLC DucksUnlimited,Inc Ethnoscience,Inc. Ethnotech,LLC FelsburgHolt&Ullevig(FHU) FiggBridgeEngineers FishandAssociatesInc

FlahertyInc.RealEstate FlatheadCountyTItle/InsuredTitle ForsgrenAssociates,Inc FrontierHistoricalConsultants,Inc FugroHorizons,Inc. GCMServices,Inc. GallatinPublicAffairs GastonEngineering&Surveying,PC GordonPrillDrapes GreatWestEngineering,Inc. HDREngineering,Inc. HagenHistoricalConsulting(HHC) HighwaySpecialites,Inc. HistoricalResearchAssociates,Inc(HRA) Hyalite Environmental,LLP Hydrometrics,Inc.

Infrastructure Engineers,Inc. IngrahamEnvironmentalInc. JacobsEngineeringGroup(CarterBurgess) JamesBoyerConsulting JeffBruce Joki&Associates Kadrmas,Lee&Jackson(KLJ) Kembel,Kosena &Co Kittelson&Associates,Inc. LAStudio LarryBrazda LoganSimpsonDesign,Inc. Marvin&Associates McCormickTaylor,Inc. McFarlandManagement,LLC

MetcalfArcheologicalConsultants Milestone Surveying,Inc. ModjeskiandMasters,Inc Morris LandSurveys,PLLC Morrison-Maierle,Inc.(MMI) NTLEngineering&Geoscience,Inc. (Terracon) OlsonLandServices P.R.OlsonAssociates POWEREngineers.Inc PeakstoPlainsDesignPC PhilipLThompsonPE PioneerTechnicalServices,Inc ProfessionalConsultants,Inc.(PCI) QuantumSpatial(formerlyAero-Metric) RESPECConsulting&Services

Renewable Technologies,Inc.(RTI) RitterEngineering,Inc. RiverDesignGroup,Inc. RobertMokwa RobertPeccia&Associates(RPA) RosebudCreekLLC RoyJorgensenAssociates,Inc. SKGeotechnicalCorporation SandersonStewart Shannon&Wilson,Inc. SignDoctor Sitescape Associates SmithSurveying&Consulting StahlyEngineeringandAssociates T.Y.LinInternational

TREC,Inc TerraQuatic,LLC TerraconConsultants,Inc. Territorial-Landworks,Inc. Tetra Tech,Inc Thomas Dean&Hoskins,Inc.(TD&H) UniversityofMontana UtilityMappingServices,Inc.(UMS) VEGroup,LLC(VentryEngineering) Virginia TribeProfessionalFacilitator,Inc. WGMGroup,Inc WallisEngineering WaterSourceLLC WaterandEnvironmentalTechnologies (WET) Wilson&Company

Wiss,Janney,ElstnerAssoc.,Inc.(WJE) 2016 Preconstruction Conference Who we work with What are we going to talk about today? Scoping of Consultant Work Reviewing Consultant Work

Consultant Performance Evaluations Term Contracts Questions & Answers 2016 Preconstruction Conference New CFR/Consultant Selection New CFR/Consultant Selection 23 CFR 172 Procurement and Administration of ESA Consultant Contracts Consultant Solicitation & Selection RFP required for every contract No longer an option to directly select off of a prequalified list MDT Implementation RFP for every contract

Consultant Design develops RFP, in cooperation with sponsoring MDT Unit/District Advertisement Period: 2 weeks minimum, prefer 3+ weeks Open Solicitation vs Short-list Solicitation 2016 Preconstruction Conference Key Changes New CFR/Consultant Selection 23 CFR 172 Procurement and Administration of ESA Consultant Contracts Consultant Solicitation & Selection (continued) MDT Implementation (continued) RFP Rating Committee established for every RFP

Rating Panel established prior to issuing RFP Consultant Design PM checks for responsiveness Instructional Meeting held prior to rating Evaluation of Proposals Rating Consensus Meeting Consultant Selection Board action Debriefing Notes 2016 Preconstruction Conference

Key Changes New CFR/Consultant Selection 23 CFR 172 Procurement and Administration of ESA Consultant Contracts Term Assignment selection process Additional qualifications-based selection process now required for all term assignments MDT Implementation Term Assignment Rating Form Streamlined as best as possible to comply with Regulations Considers qualifications for specific assignment Considers recent opportunity to complete work (workload) Completed for every term assignment

Included with Term Assignment Approval Memo 2016 Preconstruction Conference Key Changes New CFR/Consultant Selection 23 CFR 172 Procurement and Administration of ESA Consultant Contracts Contract modifications May only add work included in original solicitation MDT Implementation Consultant Design PM checks RFP RFPs will be expanded to include flexibility without emphasis Balance between flexibility and requiring consultants to include too much in their proposals

2016 Preconstruction Conference Key Changes New CFR/Consultant Selection 23 CFR 172 Procurement and Administration of ESA Consultant Contracts Contract close-out process Performance Evaluation for all contracts required MDT Implementation Consultant Design PM ensures evaluation completed prior to submitting close memo to Consultant Design Engineer Includes term contracts Use Consultant Design Evaluations application (CDE) Given to consultant with close-out memo

2016 Preconstruction Conference Key Changes What are we going to talk about today? New CFR/Consultant Selection Reviewing Consultant Work Consultant Performance Evaluations Term Contracts Questions & Answers

2016 Preconstruction Conference Scoping of Consultant Work Scoping of Consultant Work Good Communication from Design Team Scope, Schedule and Budget 2016 Preconstruction Conference How do we get what we want? Who is on the Design Team?

MDT PM MDT FMs Consultant PM Consultant Staff Sub Consultant 2016 Preconstruction Conference MDT Management

Scope Scope Increased Scope t e g d Bu t e g d Bu 2016 Preconstruction Conference

Sch edu le Sch edu le Starts with planning and project nomination. Purpose and need Basic Scope Target completion date Budget Benefits Sets the stage for a successful project

2016 Preconstruction Conference Preliminary Scope MDT Design Standards Manuals Guide memos Specifications Detailed Drawings Activity Descriptions MDT internal guidance or preferences 2016 Preconstruction Conference Scope: General Expectations

Purpose and Need Constraints Requirements Stakeholders Public involvement Risk Analysis Value Analysis Scope Schedule Budget 2016 Preconstruction Conference Scope: Project Specific Expectations

Scope requires input from MDT Functional Managers 2016 Preconstruction Conference Communicate their expectations Review proposed scope, schedule and budget Project Schedule 2016 Preconstruction Conference Derived by duration of task Consultant Tasks MDT Tasks

Project PE Budget 2016 Preconstruction Conference Level of effort Activity hours Level of Complexity 2016 Preconstruction Conference Low Medium High Team

Participation Success Clear Expectations Clear Scoping 2016 Preconstruction Conference Good Communication Design Team

Consultant Scoping Balanced Scope, Schedule and Budget Communication is clear 2016 Preconstruction Conference What is the take away? What are we going to talk about today? Reviewing Consultant Work Consultant Performance Evaluations Term Contracts Questions & Answers 2016 Preconstruction Conference

New CFR/Consultant Selection Scoping of Consultant Work Quality Management Process Driven Team Effort 2016 Preconstruction Conference When Problems Occur Quality Management QA Process implemented so that quality

requirements for a product or service will be met. Different tasks require different levels of QA/QC Consultants Responsibility MDT Responsibility 2016 Preconstruction Conference QC An evaluation to ensure that a product or service satisfies its stated role. Deliverable reviews Milestone reviews Peer reviews Technical reviews Checklists

2016 Preconstruction Conference Quality Control Activities Scope Analysis Revisions Design Review Review

Final 2016 Preconstruction Conference Review at the End Scope Analysis Review Review Design

Final Review 2016 Preconstruction Conference Review in stages What did we get from the Consultant? Does it match what we expected? Was a QC/QA process followed? How well did we communicate? Review versus Check 2016 Preconstruction Conference Reviewing Consultant Work

MDT Evaluation Process Reports/approvals 2016 Preconstruction Conference Milestone reviews included in project schedule Determine who will do the review Define completeness and correctness criteria Send out review material prior to review meeting Conduct Review Conclude Review Communicate the Results

2016 Preconstruction Conference Framework for Evaluation Who will do the Review? 2016 Preconstruction Conference Determined by Review Activities Milestone Reviews Determined by PM Standards Guidance Activity Descriptions Checklist

Determined during Scoping Consistency 2016 Preconstruction Conference Completeness and Correctness Reviews are more efficient when reviewers have a chance to look at material before the meeting. 2016 Preconstruction Conference Send out material Prior to meeting Keep a list of action items.

Focus on the completeness and correctness criteria Is the deliverable acceptable 2016 Preconstruction Conference Conduct Review Conclude the Review 2016 Preconstruction Conference Does the deliverable meet required criteria? Is the review activity complete? Are Iterations required?

Consistency Clear Communication Required Changes Preferred changes Items to be considered Potential Risk Comment Response Document 2016 Preconstruction Conference Communicate the Results Use Active Voice Active Change all coordinates to three decimal places.

2016 Preconstruction Conference Passive The coordinates should be published to three decimal places. Is Our Process Perfect? 2016 Preconstruction Conference We would like to improve our QA/QC Receive feedback Refine completeness and correctness criteria New CFR/Consultant Selection

Scoping of Consultant Work Reviewing Consultant Work Consultant Performance Evaluations Term Contracts Questions & Answers 2016 Preconstruction Conference What are we going to talk about today? 2016 Preconstruction Conference Consultant Performance Evaluations Why do Performance Evaluations?

Reinforce positive behavior Identify areas of needed improvement Give Consultant feedback to successfully meet MDTs need Important factor in future selection Who can/should complete a Performance Evaluation? Consultant Project Manager Consultant Plans Checker Contract Manager for a Term Contract Anyone who has had sufficient interaction with the Consultant 2016 Preconstruction Conference Consultant Performance Evaluations Consultant Performance Evaluations

2016 Preconstruction Conference Tool for completing Performance Evaluations Consultant Design Evaluation web application Resources -> Forms -> Consultant Design Tips for completing a thorough Performance Evaluation Be objective Consider entire body of work Be fair, constructive, and honest Consider the Quality and the Schedule Provide detailed comments SURPRISE! Example: The Consultant has no QA/QC process.

The deliverable contained far too many typos and grammatical errors for a report at this stage. I returned the report with red-line corrections and discussed with the Consultant at the time of the review. I also suggested that they should consider additional or revised QC process to minimize these errors. 2016 Preconstruction Conference Consultant Performance Evaluations Consultant Performance Evaluations 2016 Preconstruction Conference The Road to Improvement begins with Continuous and Constructive feedback!

New CFR/Consultant Selection Scoping of Consultant Work Reviewing Consultant Work Consultant Performance Evaluations Term Contracts Questions & Answers 2016 Preconstruction Conference

What are we going to talk about today? What are Term Contracts? Communication Protocol? What work can be performed? How are they different than Role of Consultant Design? Whats up with this new process for assignments?

Why use Term Contracts? Role of Contract Manager? Contract Amendments? vs Assignment Addendums? Performance Evaluations? a Consultant Project? 2016 Preconstruction Conference

Term Contracts Term Contracts Term Contracts are NOT: Free rein to ask a Consultant to do anything you need The same as a regular Consultant project 2016 Preconstruction Conference Term Contracts ARE: An excellent resource to help ease workload or use outside expertise Term Contracts and the new CFR

Term Assignment Rating Form Qualifications for Term Assignment Current opportunity to complete work for MDT under this term contract Include some justification in the comments, though may be brief 2016 Preconstruction Conference Biggest change for Term Contracts: Term assignments must be given to the most qualified firm Roles: Who does what? Responsibilities at assignment level Develops scope for assignments Selects Consultant for Term Assignment Issues notice to proceed

Primary point of contact with Consultant Tracks Consultant scope, schedule, & budget Reviews & accepts work Reviews invoices Retains original invoices Maintains assignment details in CIS Keeps track of contract expiration date 2016 Preconstruction Conference Contract Manager Roles: Who does what? Responsibilities at contract level Sets up original Contract Reviews and submits term assignments for approval

Answers contract questions (overhead rate, etc.) Approves invoices Submit invoices to Financial Officer for payment Maintains contract details in CIS 2016 Preconstruction Conference Consultant Design Project Engineer Roles: Who does what? Completes Work Maintains Assignment scope, schedule, & budget Keeps track of contract expiration date Submits invoices & progress reports 2016 Preconstruction Conference

Consultant Amendments & Addendums Contract level Contract extensions (KEEP AN EYE ON THIS!)KEEP AN EYE ON THIS!)) Increases in contract ceiling Email request to Consultant Design If approved, Consultant Design Project Engineer will process

Stay ahead of the assignments! 2016 Preconstruction Conference Amendments Amendments & Addendums Assignment level Out of scope work Via Term Assignment Approval Memo If approved, follows same process for execution of term

assignments Limited to work described in original solicitation! 2016 Preconstruction Conference Addendums Dont forget the evaluation! Can be done for any or all assignments Must be done at end of contract 2016 Preconstruction Conference Evaluations

New CFR/Consultant Selection Scoping of Consultant Work Reviewing Consultant Work Consultant Performance Evaluations Term Contracts Questions & Answers 2016 Preconstruction Conference

What are we going to talk about today?

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