1 consultant contract program collaboration project acec-mn/dot annual conference march 2, 2010

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Consultant Contract Program Collaboration Project

ACEC-Mn/DOT Annual ConferenceMarch 2, 2010

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Introduction

Brad Hamilton, Mn/DOT

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Strategic Vision• Collaboration

• Trust

• Transparency

• Accountability

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Project Approach and Discovery Phase Themes

Jan Lucke, CTS

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Project Approach

• Online Survey

• One-on-one Interviews

• Workshop

• Steering Committee

• Final Report

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Steering Committee• Mike Barnes, Mn/DOT Engineering Services Division• William Bennett, LHB• Debra Brisk, Kimley-Horn and Associates• Jeff Brunner, Mn/DOT Consultant Services Section• Bob Busch, Mn/DOT District 3• James Cownie, Mn/DOT Office of Contract Management• Rebecca Fabunmi, Mn/DOT Commissioner’s Staff• Dale Grove, Bonestroo• Deb Ledvina, Mn/DOT Office of the Transportation Ombudsman• Scott McBride, Mn/DOT Metro District• Sue Mulvihill, Mn/DOT Operations Division• Khani Sahebjam, Mn/DOT Deputy Commissioner• Mukhtar Thakur, Mn/DOT Office of Technical Support (Jon Chiglo)• Gary Thompson, URS• Shirley Walker Stinson, Walker Engineering

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Projections of Future Work

•Staffing needs (employees and space)

•Estimating forthcoming work

•Decentralized nature of projects

•Budget cycles with Legislature

•Projects undertaken jointly with cities and counties

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Selection Processes

• Criteria

• Consistency

• Transparency

• Feedback

• Cost element

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Prequalification Program

• Complexity

• Definition of being pre-qualified

• Application and processing time

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Education

•Understanding of selection processes (types, how they are used, when they are used)

•Program-wide changes over time and short-term changes

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Relationships

•Networking opportunities

•Understanding of roles

•Joint opportunities for professional development; including young professionals

•Balancing work and professional organizations

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Business Practices

• Errors and omissions

• Contract documents

• Financial/audit processes

• Project performance evaluation

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Framework for Change

Michael Barnes, Mn/DOTDebra Brisk, Kimley-Horn and

Associates

Outcomes and Strategies

• Draft form

• Listed in no particular order

• Open to feedback and comments

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DESIRED OUTCOME #1Provide reliable projections of future workSTRATEGY 1A: Develop and implement consistent process to identify the volume and types of work that Mn/DOT plans to deliver with internal staff

STRATEGY 1B: Identify the portions of projects within the State Transportation Improvement Plan (STIP) that are targeted for outsourcing

STRATEGY 1C: Provide timely information about project opportunities to the consultant community

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DESIRED OUTCOME #2Improve the Pre-Qualification Program

STRATEGY 2A: Evaluate, simplify, and streamline Pre-Qualification Program work type structure

STRATEGY 2B: Streamline current Pre-Qualification Program application and renewal process

STRATEGY 2C: Establish criteria and framework for the impact of performance and personnel changes on pre-qualification status

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DESIRED OUTCOME #3Increase the consistency and transparency of

consultant selection processes STRATEGY 3A: Evaluate all processes that Mn/DOT uses

to select consultants

STRATEGY 3B: Standardize proposal format and streamline the process for preparation and review of proposals

STRATEGY 3C: Establish systems that support consistent implementation of the ways that consultants are selected within Mn/DOT

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STRATEGY 3D: Define a process for communicating the reasons for selection or non-selection with all consultants who submit proposals on projects

STRATEGY 3E: Determine ways to incorporate past performance into the selection process

DESIRED OUTCOME #3 (Continued)

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DESIRED OUTCOME #4Expand education about the consultant

program and its selection processesSTRATEGY 4A: Develop ongoing methods for communication throughout Mn/DOT and to the consultant community regarding the consultant contract program

STRATEGY 4B: Develop web-based and other tools to improve efficiencies

STRATEGY 4C: Promote a greater understanding of selection processes

STRATEGY 4D: Develop training opportunities for consultants and Mn/DOT staff on each selection process

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DESIRED OUTCOME #5Strengthen relationships between Mn/DOT and

the consultant community

STRATEGY 5A: Promote ongoing educational and networking opportunities for Mn/DOT and consultant community project managers

STRATEGY 5B: Explore opportunities to bring together public and private transportation leaders

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DESIRED OUTCOME #6Review Mn/DOT consultant business practices

STRATEGY 6A: Involve stakeholders in the development of business rules for professional errors and omissions

STRATEGY 6B: Conduct a review of contract documents in collaboration with ACEC-Mn/DOT

STRATEGY 6C: Conduct review of financial/audit processes to identify opportunities for streamlining and improved communication in collaboration with the ACEC-/MnDOT

STRATEGY 6D: Improve the processes for project performance evaluation

Next Steps

• Gather feedback on outcomes and strategies

• Prioritize strategies• Develop suggested time frames• Disseminate final report (May 2010)• Create structure for developing,

executing, and communicating an implementation plan

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Questions?

For more information, visit http://www.dot.state.mn.us/consult