WORK PROGRAM UPDATE CYCLE

PROGRAM MANAGEMENT

District 4 Secretary – Gerry O’Reilly, P.E.March 11, 2015

PASS SCORES

PASS SCORES

2008 2009 2010 2011 2012 2013 2014 2008 2009 2010 2011 2012 2013 2014

Con-tract Amount

252980399.3 198480233.81

222459130.24

538015566.01

116307645.45

269321275.29

477060001.04

SA Amount

4402218.95 3236120.37 1351366.73 42219395.82 405159.73 660388.29 -72371.47

SA Per-cent

0.0174014230437654

0.0163044969661707

0.00607467415943809

0.0784724429687138

0.00348351760051901

0.00245204649832772

-0.000151703076850352

$50,000,000

$150,000,000

$250,000,000

$350,000,000

$450,000,000

$550,000,000

0.50%

1.50%

2.50%

3.50%

4.50%

5.50%

6.50%

7.50%

8.50%

9.50%

Contract Amount and SA Amount by Letting FY

2015 WORK PROGRAMLRE KICKOFF

WORK PROGRAM AND FINAL PLANSMarch 11, 2015

Work Program

Work Program Cycle Overview

FY 2017-2021 TWP Development

Roll Forward

Unexecuted Supplemental Agreements

Project Sequencing

FY 2016 Estimate Updates

Work Program Cycle Overview

JANUARY, 2015• Central Office Review of the FY 2016-2020 TWP FEBRUARY, 2015

Secretary Review of the FY 2016-2020 TWP

Work Program Cycle Overview (cont’d.)MARCH, 2015

FY 2016 Estimate Updates (R/W and CST)

– LREs due to Final Plans by March 13• Work Program/LRE Kick-off meeting• LRE system opens for project updating FY 2017 thru

2021• Process begins for new TWP for 2017 – 2021

– Evaluate Bridges– Conduct pavement condition survey for RRR– Establish multimodal candidates – Develop Traffic Operations and Safety projects

APRIL, 2015PM commit to project letting months (Lockdown of FY 2016, 2017 and 2018)

Lockdown Schedule

Work Program Cycle Overview (cont’d.)

MAY, 2015Work Program PM Review meetings begin– Focus Area: Project Descriptions and Extra Descriptions

JUNE, 2015• All LREs due to Work Program from Final Plans

Complete Work Program PM Review meetings

FY 2017 – 2021 TWP DEVELOPMENT

Work Program Cycle Overview (cont’d.)

JULY, 2014• Secretary adopts the FY 2016 - 2020 Work Program• Run Variance Report for TPO/MPOs• Gaming Opens for FY 2017 – 2021

AUGUST, 2015• TPO/MPO Priorities due to FDOT (August 11)

Work Program Cycle Overview (cont’d.)SEPTEMBER - OCTOBER, 2015

Present the TWP to the Public and TPO/MPOsSchedules are discovered and adjustedPMs meet with the Transportation Development Director to commit to letting dates

NOVEMBER, 2015Gaming closes for the FY 2017-2021 TWP (November 4)

Reasons for project roll forward include:

Roll Forward OverviewWhat is roll forward?

– Project phases programmed in current year that will not be encumbered/committed by the beginning of June.

…new agreements, supplementals, row land

– Agreements not executed prior to the beginning of June– Right-of-way land not purchased– Bid rejections/protests on PSU/CSU projects not

allowing for encumbrance by the end of June– Contingency being maintained for:

• Estimate increases• Supplemental agreements• Cost overruns• Claims & litigation• Fuel & Bituminous Adjustments, etc.

Current Roll Forward Totals

Unexecuted AgreementsWhat is it?• A report identifying Supplemental

Agreements/Work Orders that have been encumbered however, the agreements have not yet been executed in FLAIR (Status 10).

• This is a tool to assist you in ensuring Supplemental Agreements/ Work Orders are executed in a timely manner.

Unexecuted Agreements (cont’d.)• Agreements must be executed by early June to avoid

having the encumbrance cancelled at year end.

• Agreements not executed by early June, will be un-encumber and must be re-encumbered the following Fiscal Year.

• Affects both budget and roll forward.

Unexecuted Agreements (cont’d.)

The Report is Aged to indicate how long the SA’s have been encumbered but not fully executed.– Less than 30 days– 30-60 days– 60-90 days– 90-120 days– Over 120 days

Current Unexecuted Totals

01 02 03 04 05 06 07 08 CO0.00

20,000,000.00

40,000,000.00

60,000,000.00

80,000,000.00

100,000,000.00

120,000,000.00

FY2015 Unexecuted AgreementsBy District as of March 3,2015

Total

Project Sequencing• A sequence is the last two digits of the 11 digit FM

– i.e., 428719-1-52-01 and 02

Project Sequencing (cont’d.)

• Pay Items need to be separated in the LRE

• Assists in the close-out process

Project Sequencing (cont’d.)

Needed to Capture– Local Funds – Identify Local Agency

contribution– More than 1 program number on an phase

– Roadway (program 02)– Bridge Replacement (program 03)– Bridge Rehabilitation (program 04)– Resurfacing (program 05)– Safety (program 06)

Project Sequencing (cont’d.)– 428719-1-52-01 - Resurfacing 02 - Safety

FY 2016 Estimate adjustments3rd Year Opportunity

• WP Updates for Construction and R/W Estimates WPUC (electronic submittals) Live on March 2LRES due to Final Plans by March 13WP Updates FM March 30 – April 3

Remember…Adhere to all• Tentative Work Program development dates• LRE due dates• Project Manager Work Program review dates

Request new projects or changes to existing projects through the Work Program Change Request system

Q U E S T I O N S ?

2015 LRE KICKOFF

FINAL PLANS

Presented byMark Madgar

Final Plans

LRE Guidelines

Submittal Process

Project Unknowns

The New Timeline

Introduction

1. System Access2. LRE versus Trns*port3. Items to Verify4. Landscaping5. Special Features6. Summary

2. System Access

CONTACT OIS FOR THE FOLLOWING:

For the creation, deletion or modification of a Security Profile.

For a revoked and/ or expired User-ID.

For a revoked and/ or expired Password.

For transferring an account from district to district.

System Access - continued

CONTACT the FDOT Project Manager:

When a user needs to be created in the LRE System only. TRNS*PORT access is provided by Tallahassee.

When a user needs to be added or removed from Projects and/or Versions.

When a user needs to be re-assigned from one Project or Version to another.

*PROJECT MANAGER WILL CONTACT FINAL PLANS*

3. LRE versus Trns*portLRE

The primary tool used to produce budget estimates for the 5-Yr Work Program.

Is used before final design quantities are available.

Is typically used from the PD&E phase to the Biddability phase.

Trns*port

Is used for the Plans, Specs and Estimates package and Bidding Proposal.

Normally be used after the Biddability Phase.

If your project is either a Lump Sum or Design Build, you will need to load the itemized pay items into a secondary TRNS*PORT. The TRNS*PORT will be created as either xxxxxx-x-52-0xLS or xxxxxx-x-52-0xDB respectively.

Note: If your project is near the transition into the Biddability Phase, the PM should use the estimate (LRE or Trns*port) which reflects the current approved scope and project cost at the time of Submittal.

4. Items to Verify The project information in the LRE Header shall match the FM System, i.e.- Project Manager,

Letting Date, Project Length, etc. If different, check with Work Program to correct.

The LRE or Trns*port shall not contain Obsolete Pay Items.

Items to Verify - continuedFor projects that contain multiple Sequences and/ or Programs in FM, a separate sequence in the LRE shall be used to reflect each one. There are many Program Types, but the most common to keep a look out for are: 02- Roadway, 03 – Bridge Replacement, 04 – Bridge Rehabilitation, 05 – Resurfacing, 06 – Safety and 29 – Rail.

Multiple Sequences:

Multiple Sequences & Programs:

Items to Verify - continued

TIP/ STIP - Last Minute Cost Adjustments:

• If project is Federally Funded.

• If project cost increases in excess of $2 Million and 20%, a TIP/ STIP needs to be processed.

• It may take 3 months or longer to process which may cause the project to miss the letting.

Items to Verify - continued Use of EX-Items.

-Use only when a pay item does not exist for an activity.-Do not enter as a Lump Sum, Per/ Mile cost or Design Fees for DB.-If trying to use for an already used X-Item, include the quantity in the existing X-

Item and describe both quantities in the “Comment Field”.

Items to Verify - continued

Asphalt Adjustments correctly entered:-Calculate Asphalt Adjustments as SP=10% & FC=5%.-Load adjustments into each Sequence that contains asphalt and use the

comment field to describe.

Do not include additional Adjustments/ Contingencies for items such as:-Earthwork-Wetland Mitigation-Contamination, etc.

Use the proper percentages:-MOB shall be 8%.-MOT shall be 10%.-Partnering: include if project duration > 1yr or project cost > $2 Million. (Use 2 DA @ $3,000/ DA)-Disputes Review Board: include if project cost > $15 Million.(Use 1DA / Month for duration of project)

Items to Verify – continuedIf project is a Design Build, the LRE shall show the project as a Design Build, and the Design Fees shall not be included in a component of the LRE.

5. Landscaping Requirements & Implementation effective 7/1/2013:

All Landscaping projects will be set up as Stand-Alone projects separate from the Roadway Construction project except for the following scenarios.

1) The Landscaping Cost < $100,000 or 10% of the Construction Cost, whichever is lower.2) The Landscaping is for the purpose of Screening.3) The Landscaping is a component of a Local Agency (LAP) construction project.4) The Landscaping is a component of a project off the State Highway System but not a LAP

project.

If one of the above scenarios is met, the Landscaping will be loaded into the LRE/ TRNS*PORT as usual using the current methods of payment found in the BOE, Estimates Bulletins and Specifications.

Landscaping – cont.Two types of Landscaping projects:

Dependant, Stand-Alone Landscaping Project:-Associated with a Roadway Construction project.-Programmed in the year that the Roadway Construction project is

anticipated for completion.

Coordination on who will be responsible for the establishment and maintenance of the installed landscaping… District Maintenance or Local Agency (MMOA required for the latter) needs to happen.

(Joint Memo Landscape dated February 13, 2015)

Independent, Stand-Alone Landscaping Project:-Not associated with a Roadway Construction project.-Programmed in the year that the Landscaping project is ready for production.

The FDOT PM will need to coordinate with both the District Landscape Architect and Work Program to make sure that the project not only complies with both the Department Environmental and Highway Beautification Policies, but also complies with the funding guidelines as well.(E & O Memo 13-1: Knowledge Base> Prgm Management)

Landscaping – cont.

6. Special Features

Copying a LRE Version:Allows the PM or consultant to continue to prepare the project, or prepare multiple alternatives, for its scheduled phase submittals outside of the Work Program Cycle.

Special Features – continued Run the “Obsolete Pay Item Report” to check for obsolete items in the LRE.

Special Features - continued Use the “Find and Replace” function to help in replacing obsolete pay items in the LRE.

Special Features - continued Run the “Project Edit Report” to check for obsolete items in the Trns*port.

“Rejection Rule”:A LRE may be rejected if the difference in scope of the LRE and Scope History is greater than $50,000 or greater than 1% of the total construction cost. (Larger of the two applies)

**The Project LRE and Project Scope History shall match.**

7. Summary

For new accounts or re-setting existing accounts, have the FDOT PM contact OIS to correct any security profile issues. FDOT PM to contact Final Plans for project specific access.

Most data errors we see relate to inconsistencies between the LRE and the Project Scope History.

Remember to use separate sequences when appropriate… i.e.- Local Funds or Safety.

Minimize the use of EX-Items.

Refer to the LRE Guidelines for the proper adjustment values, and do not add miscellaneous adjustments/ contingencies to your project.(Knowledge Base>Prgm Mngt>Final Plans>Estimates)

Refer to the LRE Guidelines for the proper values for MOT, MOB and Non-Bid Pay Items. Remember to check the Knowledge Base to see how you should be handling the

Landscaping Construction.(Knowledge Base>Prgm Mngt>Engineering & Operations Memo 13-1 and Joint Memo Landscape February 13, 2015)

Summary - continued

Remember to correctly identify in the LRE whether your project is a Design Build project.

Use the Special Features, “Copy Version”, “Obsolete Pay Item Report”, “Find & Replace” and “Project Edit Report” to simplify your work.

Remember to use the LRE Checklist.Final Plans website

If you have any questions pertaining to the LRE reviews, please contact one of the following people:

Mark J. Madgar x-4613Ali Rastagh x-4413Takezo Murasaki x-4586Wilmar Castro x-4066Nadir Rodrigues x-4385

LRE Submittals

Checklist

Guidelines

Submitting an LRE

LRE Submittal Checklist and Review Guideline

LRE Submittal Overview

How to Submit– Back to Electronic Submittals

Electronic Requirements to Submit

LRE Checklist – Completed (found in Final Plans Website.)LRE R3 Report of Primary Version.Approved Scope in PSEE.Risk Summary & Register (only if including Project Risk).

The above items need to be submitted as attached documents through the PSEE WPUC.

Electronic Submittal ProcessStep 1:

Electronic Submittal – cont.

Step 1 Alternate:

Electronic Submittal – cont.Step 2:

Electronic Submittal – cont.

Step 3:

Electronic Submittal – cont.

Step 4:

Project Unknowns Risk

Meet

Why Project Cost Risks? Why not keep the old way?

A way to quantitatively determine project unknowns – requires justification.

Are we trying to reduce unknown $ amounts?

The objective is not to reduce the unknown dollar amounts, but justify why we need them.

What your unknowns could have built

Recent projects– $100 million w/ 20% unknown: what you can build

with that? SR A1A – 1 mile of complete highway reconstruction due to washout. ($11.8 million)SR 80 – 3.4 miles of complete resurfacing, shoulder improvements, ITS & Lighting. ($20 million)CR 714 – 1.9 miles add lanes & reconstruct, Sound Barrier Wall ($15.7 million)

Project Unknowns/Contingencies

Funded & Unfunded Projects– Project Unknown % Factor in LRE not used

– EX-Item labeled “Project Risks/Unknowns” usedExact dollar value entered, no percent factor.

-Risk Summary & Register (Backup)Spreadsheet found on Knowledge Base

– Program Management -> Final Plans -> Estimates “Guide to Including Project Risks/Unknowns in LRE”

Documentation = Project Risks Identified

Risk Register

Completing Risk Register

1. Identify Risks2. Determine probability of each risk occurring

(Guidance given in spreadsheet.)

3. Threat or Opportunity?4. Calculate minimum dollar impact5. Calculate maximum dollar impact6. Calculate most likely dollar impact

Jose Theiler and Tim Brock are also available for any mentoring through this process and if a training class is necessary please contact them (the Risk Team)

How to Calculate $ value for Risks

Designer determines quantities $ value = Quantity X Unit Price

Determining Unit PriceOption 1 – Find value at State

Estimates historical cost website. http://www.dot.state.fl.us/specificationsoffice/Estimates/HistoricalCostInformation/HistoricalCost.shtm

Option 2 – Ask Final Plans(Mark Madgar / Ali Rastagh)

Finding Historical Cost on Website

1st Choice – Find 12 month moving Area (11 & 12) Average for pay item.

2nd Choice – Find annual statewide average for pay item.

New Specs & Estimates Website

Identified Risk ≠ Major Scope Unknowns(According to Final Plans)

Major scope unknown = Separate LRE

Most likely scope/LRE submitted– Example: PD&E Alternate Alignments

Quantity Calculations = No Fluff

Example 1:– In the past

Not sure if we’re putting down 2” or 3” of asphalt. It’s probably 2”, but I’m going to account for 3” just so we don’t go over budget.

– Now Account for 2” of asphalt in the LRE since that is the most likely scenario. An extra 1” of asphalt will be considered in the project risk.

Quantity Calculations = No Fluff

Example 2:– In the past

Not sure of the exact earthwork quantities because you have yet to get a survey, so you overestimate to the worse case scenario.

– Now You put the most likely scenario in your LRE. You then include as a risk what the quantity would be in a worse case OR best case scenario.

Removing Risks/Unknowns

Example 2 continued:

- The following year survey is complete and cross sections done

Risk comes off of the risk register since the earthwork amount is now known.Quantity in LRE is updated with the known quantity.

Quantity Calculations = No Fluff

Example 3:– In the past

You’re pretty sure there’s muck on the job, because you have soil borings from a previous job in the area, but don’t know how much, so your LRE shows muck removal throughout the entire project limits.

– Now You put the most likely scenario in your LRE. You then include as a risk what the quantity would be in a worse case OR best case scenario.

Removing Risks/Unknowns

Example 3 continued– The following year you order soil borings

throughout the project limits.Risk comes off of the risk register since the limits of muck is now known.

– If you are still unsure of the exact limits, you could keep the item as a risk, but it would be modified to reflect what you do know.

Quantity in LRE is updated with the known quantities.

Where to load Project Risks/ Unknowns?

1. EX-Item loaded into sequence 1 of the LRE labeled:

“Project Risks/Unknowns”- Enter the value from the Risk Register in the EX-Item.

How can I get more information?

Knowledge Base– “Guide to Including Project Risks/Unknowns in LRE”

Location: Program Management->Final Plans-> Estimates

– Also for reference - This presentation! “2015 Work Program/LRE Kickoff Presentation”

Location: Root directory of Knowledge Base

LRE Due Dates – 2015/2016 Update Year

Adopted (2015-2016) March 13

FY2019-2020 April 10

FY2018-2019 April 24

FY2017-2018 May 8

FY2016-2017 May 22

Unfunded/Others June 12

FY2021 (Candidates) June 12

What questions do you have?

THANK YOU!