26-FEB-2010

Project Controls Requirement

ABP – ACEC Design Consultants

ABP Council Executive Director– Anne Collins

Project Controls is a requirement in the ABP Bond Bill.

SECTION 17. “The council shall establish and implement project controls to ensure that projects carried out under this act shall be done in the most efficient possible manner.

The council shall create an internal project controls function to oversee all such work ...

In addition, the financing of and expenditures under the program shall be subject to a joint public oversight hearing conducted by the joint committee on transportation and the joint committee on bonding, capital expenditures and state assets not less than two times per year.”

Project Controls Requirement In Dec-08, the ABP Oversight Council filed an 77 page report detailing

the Controls “to ensure that adequate tracking and reporting of program progress, cost and schedules.”

MassDOT is required to update the report and resubmit it to the Legislature, showing what has been done, by the end of 2010.

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Project Controls – Introduction

The ABP legislation requires 90 percent ‘on-time and on-budget.’

The data and reports generated through the controls will: o guide critical program management decisions aimed at delivering

projects on-time and on-budget o provide the public & oversight with a clear view of the work

performed o monitor the Commonwealth’s return on investment

“The introduction of Project Controls will be the legacy of the ABP.”

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Project Controls – Designer Accountability Design Consultant Accountability, for Cost & Schedule implications – for all aspects that are within the control of the Designer.

Additional Scope & Budget to perform project controls functions.

Consequences of non-compliance

o slows payment processing

o possible denial of Design contract Time extension

o adverse Consultant Performance Rating (new rating evaluation to include a score for Cost & Schedule performance).

Note: MassDOT – Highway will not direct a “Redesign at the Designer’s

Cost” – for Bid Variances (like other State Agencies have done).

MassDOT – Highway is fully aware that not all design phase delays are caused by the Design Consultant.

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Project Controls Update

The term ‘Project Controls ‘ includes many facets (and is often misunderstood to be limited to a small universe of project management):

Supporting Oversight Program Budget Control (e.g. all costs --- overheads, design,

construction, etc.) Reporting (collect, review, monitor, report) Performance Measurement Cost Estimating Construction Planning / sequencing Project Cost Control Project Schedule Control Risk Management Claims Avoidance Recovery Options Change Management Construction Schedule Training

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ABP Project Controls Manager – Robert Gearheart

Project Controls Structure

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Project Controls Update

ABP has a Project Controls Unit (PCU), that is managed by MassDOT, and supports the Oversight Council Executive Director.

This PCU utilizes a consultant, as an extension of staff, to fulfill many of the roles of the Project Controls requirements and repo.

MassDOT hired an additional entity to perform Independent Construction Estimates during the design phase.

The long term plan is to transition all of these current roles to be staffed fully by State employees.

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Project Controls – Design Phase

In summary these enhancements are designed to:

1. Increase transparency of the design steps /stages. 2. Increase accountability, of all parties involved during design

stages. 3. Improve contract documents and the planning of construction.4. Assist in avoiding major claims/changes during construction. 5. Improve program budget management. 6. Improve information for critical decision making. 7. Improve information to support oversight. 8. Assist with resolution of issues/changes during construction.

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Design Contracts – Amended to enhance Design Phase Management and Construction Planning of selected projects

Project Controls – Design Phase Enhancements

Overview:

1. Monthly Design Schedule Updates

2. More detailed Progress Narratives

3. More robust construction costs estimates (for the lump sum

bridge items)

4. More detailed/researched construction plan - developing a

Contract Time Determination Schedule (CTD)

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Core Design Management Enhancements

The Special Provisions require enhanced project controls for Consultants performing services on projects with estimated construction costs of at least $2 million

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Core Construction Planning Enhancements

has an estimated construction cost of at least $20 million;

has an estimated construction cost of at least $6 million and is complex (e.g., includes complex traffic sequencing, construction over a waterway, utility relocation, right of way issues, or railroad coordination), as determined by MassDOT;

includes an accelerated bridge construction technique and has a construction cost of at least $2 million; or

does not fall within the above three categories, but will be required as determined by MassDOT at the time of contract/task negotiation.

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The Special Provisions require enhanced construction planning controls for Consultants performing services on projects meeting the following criteria:

Core Construction Planning Enhancements

has an estimated construction cost of at least $20 million;

has an estimated construction cost of at least $6 million and is complex (e.g., includes complex traffic sequencing, construction over a waterway, utility relocation, right of way issues, or railroad coordination), as determined by MassDOT;

includes an accelerated bridge construction technique and has a construction cost of at least $2 million; or

does not fall within the above three categories, but will be required as determined by MassDOT at the time of contract/task negotiation.

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Design Phase Management – Outline Topics

PRC Payment Commodity Changes

Invoicing Enhancements

Progress Narrative Enhancements

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ABP Director of Program Development – Thomas Donald

ABP – ACEC Design ConsultantsPRC Payment Commodity Document Changes

PRC Payment Commodity Document Changes ABP – ACEC Design Consultants

Enhancements to Estimate of Fee

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Project NumberCity Name 1, 2, 3 ……….. nBridge ID 1, 2, 3 ………..n

ABP – ACEC Design ConsultantsNarrative Enhancements

ABP – ACEC Design ConsultantsNarrative Enhancements

Added assignment # and description. Assignment description will be the Project name as defined in the subject of the NTP Letter

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Project Controls – Enhancements to Progress Report

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Design Phase – Design Schedule Enhancements

Project Design Schedule Submissions (PDS) (existing requirement).

PDS will now be a Monthly Submission using MS Project.

The existing Design Schedule ‘template’ (MS Project) will be modified to match schedule activities with the designer tasks.

An Initial Cost/Resource Loaded PDS will be required - to assist in Program forecasting (for only those ABP Designs that are at the 25% stage or earlier)

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ABP Project Controls Manager – Robert Gearheart

Monthly PDS Submission ABP – ACEC Design Consultants

Cost Loaded PDS - Using Existing Hour Tabulation Worksheet

                     

SECTION 40075% HIGHWAY DESIGN SUBMISSION

  PIC PM SE Eng AE ET TOTAL

401 Response to 25% Comments 402 Field Reconnaissance 5 5 10 5 25

403 Meetings, Liaison and Coordination 6 20 15 5 10 56

404 Utility Coordination 5 15 20405 Final Horizontal Design Geometrics 20 30 50406 Final Vertical Design Geometrics 15 15 20 50407 Pavement Design 5 10 30 45408 Typical Cross Sections 5 30 30 65409 Plot Cross Section 10 35 35 80410 Plot Proposed Layout and Easements 5 10 10 25411 Construction Plans 40 30 10 80412 Grading & Tie Plans 25 10 10 45413 Drainage and Water Supply Details 20 5 45 70414 Preliminary Traffic Signs 10 5 25 40417 Pavement Markings and Plan Preparation 20 30 15 65418 Traffic Management 40 30 15 85421 Erosion Control Plans 10 5 25 40422 Miscellaneous Contract Plans 20 10 30 10 70423 Quantity & Cost Estimate 1 10 10 21

424 Special Provisions 2 10 10 22

425 Constructability and Quality Control (QC) Review 10 5 15

426 Submission Check List 1 10 20 31    SUBTOTAL 10 60 290 270 300 70 1000

                     

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HOURLY RATE SUMMARY  

   

      PIC PM SE Eng AE ET  

DIRECT HOURLY RATE ($) (Design)   $51.00 $51.00 $46.75 $37.18 $35.66 $27.04  

DIRECT HOURLY RATE ($) (Construction)   $51.00 $51.00 $46.75 $37.18 $35.66 $27.04  

HOURLY RATE ($) (Design)   $145.40 $145.40 $133.28 $106.00 $101.66 $77.09  

HOURLY RATE ($) (Construction)   $145.40 $145.40 $133.28 $106.00 $101.66 $77.09  

                   

   

  WORK HOUR AND FEE SUMMARY     

  TASK DESCRIPTION PIC PM SE Eng AE ET Task Hours Task Fee100 PROJECT DEVELOPMENT ENGINEERING 0 0 0 0 0 0 0 $ - 150 ENVIRONMENTAL 3 40 35 49 0 25 152 $ 18,037.84 200 FUNCTIONAL DESIGN REPORT 0 11 15 0 0 7 33 $ 4,138.17 220 DESIGN EXCEPTION REPORT 0 0 0 0 0 0 0 $ - 300 25% HIGHWAY SUBMISSION 12 29 138 100 175 100 554 $ 60,453.33 350 DESIGN PUBLIC HEARING 3 5 7 0 0 0 15 $ 2,096.12 400 75% HIGHWAY SUBMITTAL 10 60 290 270 300 70 1000 $ 113,342.95 450 100% HIGHWAY SUBMITTAL 10 30 47 100 15 25 227 $ 26,131.78 500 RIGHT OF WAY 15 160 95 220 24 100 614 $ 71,573.81 600 GEOTECHNICAL REPORT 5 45 7 0 16 3 76 $ 10,060.63 700 PROJECT DEVELOPMENT/STRUCTURAL 0 0 0 0 0 0 0 $ - 710 SKETCH PLANS 8 25 60 141 68 5 307 $ 35,038.87 750 FINAL BRIDGE DESIGN 15 35 180 250 26 35 541 $ 63,100.57 800 PS&E SUBMITTAL 15 15 50 100 25 25 230 $ 26,094.29 900 CONSTRUCTION ENGINEERING 0 0 0 0 0 0 0 $ -

    TOTAL WORK-HOURS 96 455 924 1230 649 395 3749

  TOTAL FEE $ 430,068.36

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Cost Loaded Design Projection

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Cost Loaded PDS - Enter into MS Project

ABP – ACEC Design ConsultantsCost Loaded PDS Cost to show in the Schedule with timescale

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Cost Loaded Design Projection Generate Overall Spending Projection

Enhanced Construction Planning

Independent Estimates – Quantity and Pricing verification

Bottom’s Up Estimating for select contracts – “lump sum” elements

Basis of Estimate Narrative

Improved Utility Relocation Identification and Coordination

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Enhanced Construction Planning Construction Contract Time Determination Schedules (CCTD’s)

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