9786 la dotds south louisiana submerged roads … · program map complexities of the submerged...
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2015 American Public Works Association (APWA) International Congress and Exposition
August 30, 2015
The Louisiana Department of Transportation and Development’s Submerged Roads and Paths to Progress Programs: A Model for Future Disaster Recovery Efforts
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INTRODUCTIONS
Clinton Rick HathawayConstruction Program Manager
Chincie Rae MoutonPublic Involvement Representative
Title
Subtitle
Date
Title
Subtitle
Date PAVING THE FUTUREOF LOUISIANA
PRESENTATION AGENDA
Starting the Submerged Roads
Program (SRP)
Managing SRP/ Scope of Work
Complexities and Successes
Implementing Lessons Learned
to the Paths to Progress
Program
Summary
Q&A Segment
Title
Subtitle
Date
Title
Subtitle
Date
STEP 1
STEP 2
STEP 3
STEP 4
STEP 5
STEP 1
STEP 2
STEP 3
STEP 4
STEP 5
STARTING THE SUBMERGED ROADS PROGRAM
Special program for disaster relief for federal aid roads and bridges; appropriation from Congress for a specifically named disaster program
Dollars flow from the Congress to the US DOT to the appropriate modal agency; Federal Highway Administration (FHWA) in this case
As part of existing partnership relationship, dollars are further provided to the state DOT forfederally approved projects
FHWA and LA DOTD, along with local planning officials, nominate, assess, and determineeligible projects and submit a Program of Projects (PoP) for approval based on estimates
PoP is nicknamed the Submerged Roads Program (SRP)
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Four-year program (2007- 2011)
Approximately $118 million in construction (55 projects)
100% funded through the Federal Highway Administration Emergency
Relief program to restore roadway damages caused by hurricanes Katrina
and Rita
Significant betterments (sidewalks, bike paths, curbing, landscaping, etc.)
integrated to take advantage of available funding (Regional Planning
Commission = MPO, local, ARRA, CDBG, State Bond)
National recognition for DOTD/FHWA
OVERVIEW OF THE SUBMERGED ROADS PROGRAM
Title
Subtitle
Date
Title
Subtitle
Date
PR
OG
RA
M M
AP
COMPLEXITIES OF THE SUBMERGED ROADS PROGRAM First LADOTD road rehabilitation program of this size and
difficulty
Crisis situation; required extensive coordination with a multitude of federal, state and local government agencies and utilities
Multiple funding sources; spending specifications combined with budget limitations added complexity
Multiple contractors and projects progressing simultaneously; de-conflict other emergency repairs
Highly visible program; extreme amount of pressure placed on leadership and public involvement planning; national attention combined with local skepticism
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AUGEMENTATION OF STAFF AND OPERATIONS Specific increase in workload over and above the regular LADOTD program
LADOTD elected to advertise for a Program Management Consultant (PMC) team to perform services to supplement staff
Scope of work included 5 services
LADOTD contracted separately for design services using 4 retainer contracts
PROGRAMSCOPE OF WORK
Core Management
Program Administration/
Controls
Pre‐Construction Management
Construction Management
Public Involvement
PROJECT OVERVIEW
ORGANIZING FOR SUCCESS
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PROJECT OVERVIEW
BUILDING A QUALIFIED TEAMRIGHT SIZERELIABLE PARTNERSESSENTIAL QUALIFICATIONSYEARS OF EXPERIENCE
LADOTD CONTRACTED
WITH 4 DESIGN FIRMS
STANLEY CONSULTANTS
MEYER ENGINEERS
SHREAD-KURYKENDALL
RAHMAN AND ASSOCIATES
CDCOVERSIGHT
QA/QC
Kick‐Off Meeting with CDCs
Kick‐Off Meeting with CDCs
Review PlansReview Plans
Plan‐In‐Hand
Meetings
Plan‐In‐Hand
Meetings
ApprovedPreliminary
Plans
ApprovedPreliminary
Plans
ACP Plans
Submitted& Reviewed
ACP Plans
Submitted& Reviewed
Bid Packages
Bid Packages
Revisions Coordinated with CDC
Revisions Coordinated with CDC
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PROJECT OVERVIEW DIRs were prepared by FHWA and LA DOTD in conjunction with local government
agencies
Testing
Program consisted of roadway rehabilitation not reconstruction (mill, patch and overlay)
Patching and leveling course followed LADOTD standards
Accessible ramps installed to comply with the current ADA guidelines and DPW
standard plans
No full federal review required
Project plans followed LADOTD Roadway Design Guide
Incorporating special items into SRP began late in the program; Local and ARRA funds
were added to install betterments
IMPLEMENTATION OF THE SUBMERGED ROADS PROGRAM
PROJECT OVERVIEW A+B bidding reduced construction time
Profile milling re-established cross slope, reducing asphalt resurfacing cost
Patching after milling eliminated patching due to surface defects, lowering cost
Grouping projects by geographical location reduced mobilization, increased
volume bidding and return on investment
SUCCESSES OF THE SUBMERGED ROADS PROGRAM
PROJECT OVERVIEW DOTD commitment to have all design work complete NLT 1 Sep 12 followed
by FHWA authorization for all remaining groups/bid packages
Must have all projects/groups federally authorized NLT 1 Oct 12
Must have all projects/groups start construction NLT 1 Apr 13
Four groups simultaneously
Longer construction contract duration (800+ days) but fewer lettings (less
contract admin, higher level of competition)
All construction substantially complete NLT 31 Dec 14
TRANSITIONING TO/STARTING THE PATHS TO PROGRESS PROGRAM
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PROJECT OVERVIEW
TRANSITIONING TO/STARTING THE PATHS TO PROGRESS PROGRAM (CONT.)
Superb and innovative program management performance
Managed four Contract Design Consultants (CDCs) and two sub design firms
to produce plans (all projects except Congress were authorized by 30 Sep 12)
Prepared all packages for construction lettings (all lettings conducted by 31
Dec 12) and all contractors underway by 1 Apr 13
Client progress briefings every two weeks
Comprehensive coordination meetings with all stakeholders
Four-year program (2012 - 2016)
Approximately $90 million (69 street segments)
Continuation of the SRP; funded through the Federal Highway
Administration Emergency Relief program, New Orleans Regional
Planning Commission, City of New Orleans, City of Kenner and State
Capital Bonds
Continued to take advantage of available funding (Regional Planning
Commission = MPO, local, CDBG, State Bond)
Highly visible program with high expectations given the success of SRP
OVERVIEW OF THE PATHS TO PROGRESS PROGRAM
PR
OG
RA
M M
AP
PHASE BPATHS TO PROGRESS
$90 Million
2500 ADA Ramps
69 Streets
2 Parishes
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PROJECT OVERVIEW Program consisted of roadway rehabilitation not reconstruction
(mill, patch and overlay)
Patching was limited to 10% of roadway pavement area per FHWA
Leveling course included/limited to minimum necessary per FHWA
Accessible ramps addressed at each intersection complying with the
current ADA guidelines and DPW standard plans
Full federal review
Project plans followed DOTD format for in-house projects
Special items were funded by local government
IMPLEMENTATION OF THE PATHS TO PROGRESS PROGRAM
Title
Subtitle
Date
Title
Subtitle
Date
APPLYING LESSONS LEARNED FROM SUBMERGED ROADS TO PATHS TO PROGRESS
REFINED APPROACHES TO PROGRAM MANAGEMENT AND DAY-TO-DAY OPERATIONS
TIGHTER, MORE EFFICEINT TEAM ORGANIZATION AND OPERATION
COMPREHENSIVE FINANCIAL AND PROGRAM CONTROL
IMPROVED CONSTRUCTION MEANS AND METHODS
FLEXIBLE SCHEDULING
CONTINUED STAKEHOLDER AND PUBLIC INVOLVEMENT
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Title
Subtitle
Date
Title
Subtitle
Date
IMPROVED PROGRAMQUALITY PLAN
The P2P Quality Plan required design consultants to follow a higher standard
P2P was designed under a much more accelerated schedule to capitalize on available federal funding
The continued relationships with CDCs enabled work to be completed more efficiently, resulting in a greater return on investment
“The stakes were higher given the success of SRP.”
Lowered risk based on extensive
experience with the program
Worked hard to mitigate turnover with
stability and continuity of existing team
Continued comprehensive project
reviews
Monitored and maximized federal
funding
Continued to manage client and
stakeholders to anticipate changes
REDUCED PROGRAM RISKS
P2P grouping
included four
Super Groups
(A, B, C and D)
INNOVATIVE SUPER GROUP STRATEGY
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Title
Subtitle
Date
Title
Subtitle
Date
SUCCESSES OF THE SUPER GROUP STRATEGY
Allowed for multiple projects to be completed simultaneously
Controlled expenditures; cost savings allowed for unexpected items to be completed and betterments to added
Reduced construction costs including contractor mobilization and demobilization
Minimized traffic congestion, keeping local residents and travelers satisfied
Title
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Date
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Date
HOW TO USE CPM SCHEDULING AND WORKSHOPS TO IMPROVE RETURN ON INVESTMENT
LESSON LEARNED:
Title
Subtitle
Date
Title
Subtitle
Date
CPM SCHEDULING & CLAIMS RESOLUTION (DELAY ANALYSIS)
Developed schedule
independent of contractor
Reviewed schedule
aggressively
Held contractor accountable
Utilized the Critical Path
Method (CPM) for scheduling
Conducted
workshops/education
Continued use of grouping
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Title
Subtitle
Date
Title
Subtitle
Date
COMPREHENSIVE WORKSHOPS Improved communication and
coordination with contractor
QA/QC expectations provided prior to the start of construction
Thorough inspections minimized contractor labor and change orders
Use of LADOTD standard details, Types 1 thru 14, allowed greater flexibility
Planning intelligence reduced risks and claims
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Date
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Date
HOW TO EFFECTIVELY MANAGE AND TRACK PROJECT CONTROLS
LESSON LEARNED:
Title
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Date
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Subtitle
Date
Other
CNO
RPC
ER Given the multiple funding
sources, tracking the actual cost, forecasted cost and revisions to the baseline budget is vital to the program
Developed and implemented cost controls to manage the program’s unique spending specifications and to ensure accurate and timely information is readily available
MANAGING MULTIPLE FUNDING SOURCES
Funding sources include:Federal Highway Administration Emergency Relief (ER)Regional Planning Commission (RPC)City of New Orleans (CNO)Community Development Block Grant (CDBG)American Recovery and Reinvestment Act (ARRA)Capital Bonds (CB)
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Title
Subtitle
Date
Title
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Date
Efficient financial tracking system – simple, robust and scalable to fit LADOTD needs
Successful understanding and coordination of LADOTD systems
In place and providing return on investment
FINANCIAL TRACKING METHODS
Title
Subtitle
Date
Title
Subtitle
Date
DOCUMENT CONTROLS METHODS
Maintenance and control of program records
Development, update and publication of program manuals
Management of design submittals
Weekly and monthly progress reporting
Coordination of LADOTD systems usage
TRNSPORTTRNSPORT
PROJECTWISE®PROJECTWISE®
MATTMATT
CONTENT MANAGERCONTENT MANAGER
OUTLOOK PUBLIC FOLDERS
OUTLOOK PUBLIC FOLDERS
SITEMANAGERSITEMANAGER
Title
Subtitle
Date
Title
Subtitle
Date
DOCUMENT CONTROLS METHODS
Emails
30,000+Other Documents
60,000+Electronic Records
90,000+
Sophisticated and comprehensive document control system
Tailored to LADOTD requirements and fully integrated with LADOTD systems
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Title
Subtitle
Date
Title
Subtitle
Date
HOW TO LOWER PROJECT COSTS IN THE PRE-CONSTRUCTION & CONSTRUCTION PHASES
LESSON LEARNED:
Title
Subtitle
Date
Title
Subtitle
Date
MONITORING AND CONTROLLING THE PROFILE MILLING
OPERATIONS
PATCH CONSOLIDATION
CHANGE ORDER MANAGEMENT/NEGOTIATION EFFORTS Saving
$3.5 MillionSaving
$3.5 Million
VA
LUE
EN
GIN
EE
RIN
G
& F
EA
SIB
ILIT
Y A
NA
LYS
IS
Title
Subtitle
Date
Title
Subtitle
Date
MONITORING AND CONTROLLING THE
PROFILE MILLING OPERATIONS
PATCH CONSOLIDATION
CHANGE ORDER MANAGEMENT/
NEGOTIATION EFFORTS
20’20’
15’15’
300 SQ YDSX $5.00
$1,500
10’10’
10’10’
100 SQ YDSX $10.00
$1,0005’5’
5’5’
25 SQ YDSX $20.00
$500
5’5’
5’5’
25 SQ YDSX $20.00
$500
150 SQ YDS
=$2,000150 SQ YDS
=$2,000
300 SQ YDS
=$1,500300 SQ YDS
=$1,500
VA
LUE
EN
GIN
EE
RIN
G
& F
EA
SIB
ILIT
Y A
NA
LYS
IS
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Title
Subtitle
Date
Title
Subtitle
Date
MONITORING AND CONTROLLING THE
PROFILE MILLING OPERATIONS
PATCH CONSOLIDATION
CHANGE ORDER MANAGEMENT/
NEGOTIATION EFFORTS
VA
LUE
EN
GIN
EE
RIN
G
& F
EA
SIB
ILIT
Y A
NA
LYS
IS
Saving$3.5 Million
Saving$3.5 Million
Title
Subtitle
Date
Title
Subtitle
Date
Saving$3.2 Million
Saving$3.2 Million
MONITORING AND CONTROLLING THE
PROFILE MILLING OPERATIONS
PATCH CONSOLIDATION
CHANGE ORDER MANAGEMENT/NEGOTIATION
EFFORTS VA
LUE
EN
GIN
EE
RIN
G
& F
EA
SIB
ILIT
Y A
NA
LYS
IS
Title
Subtitle
Date
Title
Subtitle
Date
MONITORING AND CONTROLLING THE
PROFILE MILLING OPERATIONS
PATCH CONSOLIDATION
CHANGE ORDER MANAGEMENT/NEGOTIATION EFFORTS
VA
LUE
EN
GIN
EE
RIN
G
& F
EA
SIB
ILIT
Y A
NA
LYS
IS
Savings$10.2 Million
Savings$10.2 Million
$3.5 Million
$3.5 Million
$3.2 Million
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Title
Subtitle
Date
Title
Subtitle
DateCase study
City of Kenner
Nearly $16 million emergency relief funds invested in the City of Kenner
Cost savings allowed for a project extension on West Esplanade Avenue
Bus pad betterments added to program at the City’s request
Lower unit price for the 9 concrete bus pads installed on the 31st Street corridor
Historic River town features preserved and enhanced through construction
10.5 miles of roadway resurfaced and revitalized
Title
Subtitle
Date
Title
Subtitle
DateCase study
City of New Orleans
City of New Orleans benefits from the ER dollars, RPC match, Capital Bonds, ARRA and CDBG funds
More than $140 million infrastructure investment
Over 105 miles have been rehabilitated since 2007
$400 thousand in cost savings in Central Business District enabled additional sidewalk repairs along Baronne Street
Approach slabs installed at I-10 and S. Jefferson Davis Pkwy were installed at lower unit price
Continuous Examples
Title
Subtitle
Date
Title
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Date
HOW TO DEVELOP AND IMPLEMENT A PROACTIVE PUBLIC INVOLVEMENT PLAN
LESSON LEARNED:
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Title
Subtitle
Date
Title
Subtitle
Date
MEDIA, PUBLIC AND COMMUNITY RELATIONS Develop clear and consistent
communication with media, public and community stakeholders including:
Local, regional and national media outlets
Civic groups, coalitions and organizations
Local school districts, universities and colleges
Local neighborhood associations
Local businesses, churches and public institutions
Home owners and private property owners
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Subtitle
Date
Title
Subtitle
Date
COMMUNITY INFORMATIONAL MEETINGS
Prior to the start of construction, a community informational meeting is held for each individual project.
This gives public officials and the community at large an opportunity to gain knowledge of the project schedule, scope of work and community impact.
Questions and concerns are also addressed at that time. and private
property owners
Title
Subtitle
Date
Title
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Date
SOCIAL MEDIA, A PUBLIC WEBSITE, EMAIL ACCOUNT AND TOLL-FREE TELEPHONE LINE
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Title
Subtitle
Date
Title
Subtitle
Date
GROUNDBREAKING AND RIBBON-CUTTING CEREMONIES The ceremonial events keep the
community informed and engaged
Build awareness and excitement around the program
Highlight and acknowledge the economic impact and benefits of construction and private property
owners
Title
Subtitle
Date
Title
Subtitle
Date
GOVERNMENT AND STAKEHOLDER COORDINATION The program requires
extensive coordination with multiple government authorities and stakeholders at the federal, state and local levels.
Coordination with local utility agencies vitally important to program.
Home owners and private property owners
Title
Subtitle
Date
Title
Subtitle
Date
UNPRECEDENTED PARTNERSHIPS
NEW ORLEANS REGIONAL PLANNING
COMMISSION
NEW ORLEANS REGIONAL PLANNING
COMMISSION
NEW ORLEANS DEPARTMENT OF PUBLIC WORKS
NEW ORLEANS DEPARTMENT OF PUBLIC WORKS
NEW ORLEANS DEPARTMENT OF PARKS
AND PARKWAYS
NEW ORLEANS DEPARTMENT OF PARKS
AND PARKWAYS
ENTERGYENTERGY AT&T AT&T COXCOX
KENNER DEPARTMENT OF PUBLIC WORKS
KENNER DEPARTMENT OF PUBLIC WORKS
FEDERAL HIGHWAY ADMINISTRATIONFEDERAL HIGHWAY ADMINISTRATION
LOUISIANA DEPARTMENT OF TRANSPORTATION AND
DEVELOPMENT
LOUISIANA DEPARTMENT OF TRANSPORTATION AND
DEVELOPMENT
NEW ORLEANS REGIONAL TRANSIT AUTHORITY
NEW ORLEANS REGIONAL TRANSIT AUTHORITY
CITY OF NEW ORLEANSCITY OF NEW ORLEANS
CITY OF KENNERCITY OF KENNER
ATMOSATMOS
SEWERAGE AND WATER BOARD OF NEW ORLEANSSEWERAGE AND WATER BOARD OF NEW ORLEANS
PARISH OF JEFFERSONPARISH OF JEFFERSON
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Q&A SEGMENT
PHOTO CREDITS
Louisiana Department of Transportation and DevelopmentHNTB CorporationWikipedia
CONTACT INFORMATION
Clinton Rick HathawayConstruction Program [email protected] 504-872-3016
Chincie Rae MoutonPublic Involvement [email protected] 504-872-3014