Consultant Contracts Eric Pelfrey, P.E. Division of Professional - PowerPoint PPT Presentation

Consultant Contracts Eric Pelfrey, P.E. – Division of Professional Services Jim Fisher – Office of Information Technology

 Reduce Time  Reduce time from Advertisement - Notice to Proceed to 100 days  Better Cost & Product  Improve Estimation and Negotiation Process  Consistency in Estimates  Replace Lost Experience Business  Historical As Negotiated Pricing Research Tool Value  Updated Production-Hour Range Sheet  Replace Manual Document Creation Process  Increase Consistency & Reduce Human Errors  Increase Efficiency  Increase Ease of Managing Consultant Information  Upgrade Existing Database

• New Consultant Management Database  217 firms in system  Information from prequalification application  Updated contacts for each firm Information  Prequalification categories and status Technology • Enhanced Data Management Upgrades  Automation will reduce errors and time to process contracts and modifications  All users have access  Allow for more detailed and accurate reporting

• New Contract Management Database  Professional Services has begun using this system • Draft project advertisements and monthly Bulletins • Create and submit production-hour estimates • Write contracts, modifications, and other standard Information format documents Technology • Monitor contract status and project schedule Upgrades  Planning, Environmental, Structure Design, Geotechnical Services, Right-of-Way, Traffic, etc.  Consultants will eventually submit estimates

Advertising Estimating  Management of  Management of  Consultants & Prequalifications  Production Hour Estimates  Contract Status  Research Tools  Historic As-Negotiated Estimates  Automated Document Generation  Advertisements & Bulletins  Consultant vs Department Estimate Comparisons  Electronic Approval Workflows  Electronic Approval Workflows  Email Notifications & Reminders Solution  Email Notifications & Reminders Components Selecting Contracting  Management of  Automated Document Generation  Procurement Schedule Events  PDC Meeting Agenda  Automated Document Generation  Contract & Notice to Proceed  Selection Process Forms  Electronic Approval Workflow  Automated Notifications  Contract Review

Site Navigation

Consultant Management • Consultant Contact Information • Pre-Qualification Services • Edited only by Professional Services • Viewable by all users

Consultant App Cookbook

Consultant Management

Consultant Management

• Creating a Draft Advertisement • Entering Consultant Selection Information • Utilizing Comparable Projects for Estimating Contract • Negotiating Production-Hours Management • Viewing the Status of a Contract & Documents • Approval Workflows

Contract App Cookbook

Consultant Contract Management Management  Deployed to Professional  Deployed in late June Services in late July Deployment and  Prequalifications database  Implementation and Training  October and November Training  Consultant information Schedule  Online Refresher Training  December

Advertising Selecting Negotiating Contracting Demo – Selecting a Project and Creating a Draft Advertisement

Drafting Advertisements

Drafting Advertisements

Drafting Advertisements

Drafting Advertisements

Drafting Advertisements

Drafting Advertisements

Drafting Advertisements

Drafting Advertisements

Drafting Advertisements

Drafting Advertisements

Approval Workflows

Advertising Selecting Negotiating Contracting Demo – Managing Project Schedule and Creating Documents

Consultant Selection

Consultant Selection

Old Manage Project Schedule New

Creating Standard Documents

Creating Standard Documents

Uploading Ad-Hoc Documents

Uploading Ad-Hoc Documents

Uploading Ad-Hoc Documents

Uploading Ad-Hoc Documents

Advertising Selecting Negotiating Contracting Demo – Research Tool, Entering Estimates, Negotiating

Similar Negotiated Projects Research Tool

Creating Department Estimate

Creating Department Estimate

Approval Workflows

Department Estimate Consultant Estimate

Consultant vs Department Comparison

As-Negotiated Production Hours

As-Negotiated Production Hours

Advertising Selecting Negotiating Contracting Demo – Creating a Contract and Notice to Proceed

Drafting the Consultant Contract

Drafting the Consultant Contract

Drafting the Notice To Proceed Letter

Drafting the Notice To Proceed Letter

 Professional Services Involvement  Early and Often  Meaningful Feedback  Active Participation in Meetings and Reviews Project  Team’s Willingness and Ability to Change and Adapt Success  Project Scope and Everyone’s Understanding of Requirements Changes  District Project Managers and Central Office users  Please embrace new system and ask for assistance

Old System New System × Manual project data entry  SYP information imported Drafting × By Professional Services  By Project Manager Advertisements × No consistent language  Consistent language × No consistent format  Consistent format

Old System New System × David Gormley comparables  Data-driven with filters Estimating × Historical information stored and  Historic information readily Negotiating in Professional Services available to Project Managers × Eric Pelfrey negotiations  Automatically generated

Old System New System × Adrian Wells emails  Email Notifications Approval × Adrian Wells reminders  Automatic reminders Workflows × Status viewed only by  Status viewable by all users Professional Services

Old System New System Drafting × Manual project data entry  SYP information imported Contracts × No consistent language  Consistent language and × No consistent format  Consistent format Modifications × Potential for human error  Single-point data entry

 Train District Project Managers & Highway Design  Continue to fine-tune and fix bugs Futures  Include Planning, Environmental Analysis, Structure Design, Geotechnical Services, Right-of-Way, Traffic, etc.

Questions?