INDUSTRY DAY P REVIEW O F C ONTRACT P REVIEW O F C ONTRACT O - - PowerPoint PPT Presentation

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

INDUSTRY DAY PREVIEW OF CONTRACT PREVIEW OF CONTRACT OPPORTUNITIES

Office of Engineering

September 2014

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Agenda

1.0 Welcome John E. Potter, CEO 2 0 I t d ti & O i Gi E VP E i i 2.0 Introductions & Overview Ginger Evans, VP Engineering 3.0 Procurement Process Mark Adams, Deputy CFO 4.0 Construction & Project Controls Stephan Smith, Deputy VP 5.0 A/E Contracts Diane Hirsch, Design Manager 6.0 DBE/LDBE Overview Richard Gordon, Equal Opportunity Programs (EOP) 7.0 Questions & Answers

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Purpose & Qualifications

To provide a progress update on potential A/E contract

• pportunities and potential construction/construction support
• pportunities and potential construction/construction support

contracts for airport and toll road capital programs. All contract opportunities, once finalized, are given notice using pp g g the MWAA e-alert web site. Timing and scope presented in the meantime, including those t d t d f d l i d presented today, are for advance planning purposes, and are subject to change. Final written instructions are given in accordance with Final written instructions are given in accordance with Procurement Policy version 4, dated April 2014.

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Background

• In October 2012, the Office of Engineering provided information regarding

changes to the structure for managing the Aviation Enterprise Capital g g g p p Construction Program (CCP), including: – Bringing line management and leadership in-house; – Simplifying contracted support; and – Providing enhanced line-of-sight accountability for program management (PM) activities.

• These changes are now being implemented to further the Airports

A th it ’ t l f d l i i h t h i l t ff Authority’s corporate goals of developing in-house technical staff, reducing reliance on contractors, enhancing operational efficiencies, and reducing the overall capital cost of projects.

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Management Strategy

• Airports Authority’s staff will directly manage project controls, safety

program implementation, and quality assurance – functions that were historically performed by the contractor.

• Large, complex capital projects will be managed with a dedicated,

integrated MWAA/consultant management team integrated MWAA/consultant management team.

• Consultant contract will include full PM/CM services to minimize risk

and maximize control.

• Ongoing discrete projects under $100 million will be managed by MWAA

and will utilize specialized task contracts that are project-specific and limited to engineering tasks, such as: limited to engineering tasks, such as:

• Construction Management services
• Cost estimating and claims support

g pp

• Testing and surveying

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Changing Roles & Responsibilities p

Area of Responsibility Historically Going Forward Project Controls PM Contractor Josh Zelechoski Project Controls PM Contractor Josh Zelechoski Safety Oversight PM Contractor Gregory Pappas Quality Assurance PM Contractor James Shaeffer Planning Support PM Contractor Mike Hines - Acting Design Support PM Contractor Diane Hirsch Construction Management PM Contractor Ralph Dwyer Construction Management PM Contractor Ralph Dwyer EOP Support PM Contractor New Contractor Public Affairs Support PM Contractor Authority Staff Procurement Support PM Contractor Authority Staff

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Office of Engineering’s Organization Chart 2014-2015 g

Vice President Deputy Vice President, Construction Construction Deputy Vice President, Planning & Design Dulles Rail Executive Project Director Building Codes Design Project Controls Quality Assurance Planning Project Admin & Controls Phase 1 Phase 2 Systems Project Safety Package B Package A Systems Project Development Project Administration Design Construction j Risk Management and Project Controls

Dulles Segment Silver Line

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Aviation

f Vice President of Engineering Deputy Vice President

• f Engineering

Deputy Vice President

• f Engineering

Planning & Design Planning Manager MA-32 Design Manager MA-34 Construction Manager MA-36 Building Codes & Environmental MA-38 Project Controls MA-31 Safety MA-XX Quality Assurance MA- XX Construction MA 32 D i P j t MA-38 XX Estimating Planning Staff Design Project Managers In House Consultant Services Design Project Administrators Doc Ctrl Scheduling Cost A/E Design Firms Management Project

• Test &

Survey

• CM
• Inspection

Administrators Cost A/E Construction Support

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M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Additional New Hires

Area of Responsibility Going Forward Senior Architect (1) Fall 2014 Senior Construction Engineer (2) 1st Quarter 2015 Controls Staff - Estimator, Scheduler, Document Controls (6) Fall 2014 Document Controls (6) Construction Engineers (3) Fall 2014 (selection underway) Entry Level Architect/Engineers (3) Fall 2014 Design Project Administrator (2) Fall 2014 Office Engineer/ Project Administrator (4) Fall 2014 P j t M t S t Ad i i t t (1) Project Management System Administrator (1) Fall 2014

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

New and Updated Policies and Procedures

• Revision 1 to the Fourth Edition of the Airports
• Revision 1 to the Fourth Edition of the Airports

Authority’s Contracting Manual issued June 15, 2014

• New Policies and Procedures:

– Time and Material – Independent Cost or Price Estimate – Excluded Parties List Search – Issuance of Task Orders

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Contracting Methods

Contracting Officers shall provide for full and open competitions through use of the competitive procedures that are best suited g p p to the circumstances of the contract action and consistent with the need to fulfill the Authority’s requirement efficiently. The most common competitive procedures available are as follows: follows:

• Sealed Bids (Invitation for Bids {IFB})
• Competitive Proposals (Request for Proposal {RFP})
• Combination of Competitive Procedures (e.g., IFB-two-step sealed

bidding; RFP- two phased, Best Value Procedure; Design-Build) Other Competitive Procedures (e g Qualification Based architect

• Other Competitive Procedures (e.g., Qualification-Based architect-

engineering source selection).

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Definitions

Contracting Officer (CO)

An individual who has been issued a Certification of Appointment with pp formally delegated written authorization to commit the Airports Authority by entering into contracts and other contractual instruments such as modifications task orders delivery orders purchase orders such as modifications, task orders, delivery orders, purchase orders, and blanket purchase orders.

Contracting Officer's Technical Representative (COTR)

An individual possessing technical expertise with respect to the contractual work being performed who has been delegated the contractual work being performed who has been delegated the responsibility for monitoring contractor performance and supporting the Contracting Officer.

Definitions per Airports Authority’s Contracting Manual, Fourth Edition

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

COTR Duties and Responsibilities Solicitation and Pre Award Solicitation and Pre-Award

P ti i t i P Bid / P P l C f

• Participate in Pre-Bid / Pre-Proposal Conference
• Assist in responding to technical questions submitted by

p g q y prospective offerors

• Participate in Pre-Award and/or Pre-Performance

Participate in Pre Award and/or Pre Performance meetings, if applicable P ti i t i d b i fi f f l ff if

• Participate in debriefings of unsuccessful offerors, if

applicable

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

COTR Duties and Responsibilities Contract Administration Phase Contract Administration Phase

• Monitor Contractor Performance

Monitor Contractor Performance

– Performance validation / documentation – Keep the CO fully informed of any technical or contractual difficulties encountered, progress of work, and potential problem areas

• Recommend Contract Modifications to Contracting Officer

– Provide Requisitions and other supporting documentation as required.

• Review and Certify Amounts Invoiced for Payment by the

Contractor Contractor

• Provide Post-Award DBE/LDBE Compliance Review

M it b t t f d if th t b t t – Monitor subcontractor performance and verify that subcontractors are reported properly on invoices (Exhibit J form)

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Limitations of COTR Authority

COTRs are not authorized to…

• Transmit information or conduct discussions with prospective offerors

during the solicitation phase

• Issue work, rescind work or alter contract terms in any way

, y y

• Start or stop work, except when safety and/or security are at stake
• Provide information that may give one prospective offeror a potential

advantage over another advantage over another

• Order goods or services not expressly provided for in the contract or

subsequent modifications

• Take any action contrary to the Memorandum of Appointment or Duties

and Responsibilities memorandum

• Further delegate COTR duties and responsibilities

Further delegate COTR duties and responsibilities

• Take any action contrary to the Authority’s Code of Ethics for Employees

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Contracting Officer Duties and Responsibilities Duties and Responsibilities

• Coordinate LDBE/DBE requirements with Equal

Opportunity Programs (COTR may provide assistance)

• Receive bids and proposals and review for responsiveness
• Evaluate price proposals

P f i / t l i

• Perform price/cost analysis
• Conduct negotiations for award, if applicable
• Make source selection decision (for new awards)

A d d t ( i ) t t d ti t d

• Award and execute (sign) contract and notice to proceed

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Contracting Officer Duties and Responsibilities

• Perform market survey to determine if option should be

Duties and Responsibilities

Perform market survey to determine if option should be exercised

• Exercise options
• Exercise options
• Approve changes to contract and Issue Modifications
• Issue stop work order and rescind stop work order
• Assess liquidated damages or suspend work

Assess liquidated damages or suspend work

• Initiate Time and Material Clause

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Time and Material Contracts

• Time and Material (T&M) contracts or directed changes are primarily used in

the procurement of engineering and design services, repairs and maintenance, and work to be performed in emergency situations. , p g y

• Time and Material (T&M) contracts or directed change orders may only be

used when No other type of contract is suitable.

• May only be used when it is not possible to estimate the cost or duration of

the work with any reasonable degree of accuracy.

• Must be approved by the Contracting Officer and the contract file shall

document the reasons.

• Contract or change order must include a ceiling price and shall include the
• Contract or change order must include a ceiling price and shall include the

following:

– Direct labor at specific fixed hourly rates Act al cost of materials and eq ipment sage – Actual cost of materials and equipment usage – Agreed upon general and administrative overhead expenses, and – Profit

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Task Order Contracts

Task contracts allow the Airports Authority to acquire an indefinite quantity, within stated limits, of construction and design services, q y g during a fixed period, with performance to be scheduled by placing orders with the contractor after the Airports Authority’s requirement is defined requirement is defined.

• Multiple Awards of a Task Contract may be made.
• Issuance of Task Orders under multiple Task Contracts must be

within scope of the contract and must provide for fair opportunity.

• While competition is encouraged, Task Orders less than $200,000,

depending on the circumstances may be issued to one contractor.

• Splitting Task Orders with same or similar work to stay under the

threshold is prohibited.

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Task Order Contracts

• If Call Orders are permitted under the Task Contracts and

estimated to exceed $10 000 fair opportunity procedures must estimated to exceed $10,000, fair opportunity procedures must be developed and approved by the CO.

• A Task Order must be issued before any Call Orders are placed

A Task Order must be issued before any Call Orders are placed.

• Call Orders can be in writing or verbal. If verbal, the order must

be followed up in writing. be followed up in writing.

• For requirements type contracts (IDIQ) with an ordering

provision, written Call Order are not required. However, verbal provision, written Call Order are not required. However, verbal Call Orders must be followed up in writing, and COTRs must maintain a written log to ensure that maximum amount of the contracts are not exceeded contracts are not exceeded.

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Sources for Procurement Information Procurement Information

• Contracting Opportunities On-Line Website

Contracting Opportunities On Line Website http://www.mwaa.com/contracting

• Washington Post (Requirements over $200,000)
• PROJECT eLERT e-newsletter

(Register at Contracting Opportunities On Line website) (Register at Contracting Opportunities On-Line website)

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Near Term Contracts

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M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Near Term Contracts

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M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Equal Opportunity Programs (EOP) Department (EOP) Department

Ri h d G d M

• Richard Gordon, Manager
• Terry Woodson, Assistant Manager - Outreach and

Compliance

• Julian Senter, Assistant Manager - DBE/LDBE Certification

g

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

EOP Primary Responsibilities Responsibilities

• Small Business Outreach
• DBE/LDBE Certification
• DBE/LDBE Contract Compliance (pre-award and post-

award) award)

• Reporting Small Business Participation

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Small Business Programs

The Airports Authority implements two small business p y p programs:

• Disadvantaged Business Enterprise (DBE) Program for

Disadvantaged Business Enterprise (DBE) Program for federally-funded contracts and concession opportunities

• Local Disadvantaged Business Enterprise (LDBE) Program
• Local Disadvantaged Business Enterprise (LDBE) Program

for non-federally funded contract opportunities

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Key Disadvantaged Business Enterprise Program Certification Requirements

M t l ith 49 CFR P t 23 d 26 d d

• Must comply with 49 CFR Parts 23 and 26 as amended
• Race and Gender Conscious (women and minorities

presumed to be disadvantaged)

• Applicant Must Prove Ownership and Control

pp p

• Personal Net Worth of Applicant Owner (less than $1.32

million) million)

• Company Annual Gross Receipts Cannot Exceed DBE Size

Standards Standards

• Home State First (certification requirement)

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Virginia Unified Certification Program (DBE certifying agencies)

• Metropolitan Washington Airports Authority
• Virginia Department of Minority Business Enterprise

g p y p

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Key Local Disadvantaged Business Enterprise (LDBE) g p ( ) Program Certification Requirements

• Non-race or Gender Conscious (not required to be women
• r minority)
• Local = Established Business Operations within 100 mile

radius of Washington DC - Zero Mile Marker

• Company Annual Gross Receipts Cannot Exceed LDBE

Size Standards (including affiliated companies)

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Contact Information

• MWAA Website: http://www.mwaa.com
• Procurement:

703 471 8660

• Procurement:

703-471-8660

• Equal Opportunity Programs:

Richard Gordon richard.gordon@mwaa.com 703-417-8625 @ Terry Woodson terry.woodson@mwaa.com 703-417-8622 Julian Senter julian.senter@mwaa.com 703-417-8627

M E T R O P O L I T A N W A S H I N G T O N A I R P O R T S A U T H O R I T Y

Ronald Reagan Washington National Airport Dulles Corridor Metrorail Project Washington Dulles International Airport Dulles Toll Road