tyrone ware fdot specifications & estimates office estimating systems support section

PES & CES Training

Tyrone WareFDOT Specifications & Estimates OfficeEstimating Systems Support Section

Outline of Training

Trns•port ModulesRoles and Control GroupsSteps in Creating and Estimating Projects and ProposalsProject ReviewCreating an Addendum after AdvertisementRe-letting Rejected Bids / No Bids Received

Other topics / questions you wish to cover?

Trns•port Modules

• Project Data and Pre-Letting Estimate Storage

PES

• Advertising, Bid Letting, and Award Processes

LAS• Construction

Processes

SiteManager

• Temporary location for pricing projects and proposals

CES

Designer Interface

Trns•port ModulesPES (Proposal and Estimates System) – Preconstruction project data storage module

PES contains:Project and Proposal definitions (description, contract time, work type, etc.)Estimate

Pay items and quantities, usually from the Designer InterfaceUnit Prices

Other PES functions:Revisions, prior to advertisementAddendums, after advertisement

Trns•port ModulesCES (Cost Estimating System) – Pricing module

CES contains libraries for historical pricing, based on:

Time period (6, 12, 18 month and 3 years history)All Bidders or Awarded OnlyContract time (>729 days)

Libraries give customized pricing through regressions and averages

Security: Roles and Control Groups

Security: Roles and Control Groups

Security Coordinator’s Duties:Provide users with system access to PES, CES, and Designer InterfaceRequest “confidential” access for District usersEnsure appropriate access has been given and that unauthorized users do not have access to the system (assigning of Roles).

District Estimates Staff Duties:Provide users with project/proposal access at appropriate times in the work flow.

Security: Roles and Control GroupsRoles – Users will be assigned a role(s) according to their areas of responsibility, primarily:

Designer (for Designer Interface)Estimator (for contract building and pricing)

Security: Roles and Control GroupsControl Groups – Used to determine who will have access to a project/proposal at given times in the work flow.

Projects are assigned a control group (for example CD07):C=Construction (as opposed to M=Maintenance)D=District project (project control resides in the District)07 = Managing District Number

Design firms are assigned a staff code (for example, V777)The design firm’s staff code is appended at appropriate times when they need access to the project (for example, CD07V777)

Design firm’s staff code is not appended to proposals.

Security: Roles and Control GroupsHow is a Control Group Assigned?

When the transfer from FM via TSO is performed by the District Estimates staff, the initial Control Group is automatically assigned by:

FM phase number (for example, 52=Construction)Managing District (for example, 07= District 7)

When the project and proposal records are passed to the next user group for processing, the District Estimates staff assigns the appropriate Control Group to transfer control.

Security: Roles and Control Groups

CD07Central Let District Let

CC07CO Project Review

CL07District Contracts Admin

CT07CO Contracts Admin

Security: Roles and Control GroupsAssigning Roles to New Consultant Users-

Find the company’s staff codeFrom the PES User List, add UserID From UserID screen, select System Identifiers List, and add PES and Control GroupFrom PES, select System Identifier Role List to add Designer Role

For non-designers, refer to Role List for appropriate role(s)

Assigning Roles to New UsersPES

Staff List (Designers)

User List

Add User ID

Add Role for PES (Designer or Other)

Add PES module & Control Group

Security: Roles and Control Groups

demo

Steps in Creating and Estimating Projects and Proposals

Steps in Creating and Estimating Projects and Proposals

Create Project / FM InterfaceAdd Pay Items / Designer InterfaceEstimate Project in CESGenerate Project Reports for VerificationCreate ProposalEstimate Proposal in CESFinal Preparation for Letting

Creating and Estimating Projects and Proposals

Step 1: Create projectThere are 3 ways to create a project:

FM Interface (recommended method)Manual entry from menu barCopy existing project

Assign Project to appropriate control groupStep 2: Add pay items and quantities

There are 2 ways to enter data:Designer Interface (recommended method)Directly into PES (FDOT Estimates staff only)

Creating and Estimating Projects and Proposals

Step 3: Estimate ProjectIn CES, use libraries and regressions/averages models (recommended method for initial pricing)In PES, manually enter prices obtained from anothersource (override based on project conditions)

Step 4: Run Project Reports for VerificationProject Edit ReportProject Summary of Pay Items

Step 5: Create ProposalIn PES, right click, “Add Proposal”Attach project(s) to proposal

Creating and Estimating Projects and Proposals

Step 6: Estimate ProposalIn CES, use libraries and regressions/averages models (recommended method for initial pricing)In PES, manually enter prices obtained from another source (override based on project conditions)

Step 7: Final Preparation for LettingGenerate Proposal Summary of Quantities (for error check purposes)Change Control Group to submit to CO Project Review or District Contracts Administration

Scope Alternates

Scope AlternatesEach scope alternate will be built as a standalone project(s) and proposal, by appending a suffix:

Projects Proposals

1234561520112345615602

T1234

12345615201A12345615602A

T1234A

12345615201B12345615602B

T1234B

12345615201C12345615602C

T1234C

The non-suffixed project(s) and proposal will exist temporarily to facilitate the creation of the suffixed scope alternate project(s) and proposal.

Scope AlternatesPrior to the Letting:

Delete the non-suffixed project(s) and proposalAfter the Letting:

Select awardable scope alternate based on budget amount programmed;Prepare post-bid analysis reports and other required documentation;

The proposal number will have the suffix of the chosen alternate displayed on these documents.

Scope AlternatesContracts Administration will run a script to identify the chosen alternate in Trns•port.

This will occur after all post-bid documents are complete, and prior to Technical Awards Committee meeting.The script will strip the suffix from the chosen alternate;Alternates not chosen will move to DSS as rejected projects.

Before the script is run for Trns•port, the Executive Summary will display:

All the alternates, with suffixes.

After the script is run for Trns•port, the Executive Summary will display:

The chosen alternate without a suffix, and the other alternates with suffixes.

Creating and Estimating aProject / Proposal

demo

Reviews , Addendums,and Re-lets

CO Project Review (Relative to Trns•port)

Performed only on Tallahassee-let proposals;A limited QA review, intended to identify errors or omissions that would prevent proposal from being let (“show stoppers”);In Trns•port, look for:

Correct Contract/Calendar Days, for MOT ;Correct Structure Work Class, for pre-qualification;FA number matches contract documents;Correct rounding of Initial Contingency AmountQuantities of 1 replaced with quantities in plans.

More in-depth QA review is performed after letting.

Addendums after Advertisement

Before creating an Addendum:Open the Proposal, and run the process “Generate Section and Line Numbers (Inquiry)”, and print it for later reference *.

Create the Addendum Header, with a description of the change.Modify addendum items as needed:

Changes and Deletes Adds require a Project Line Number and a Proposal Line Number *.

Re-letting Proposals

Contracts Office will:Change the Letting Status to “Rejected”, and include a reason;Disassociate the project(s) from the Proposal.

Project(s) can then be handled as any other project in PES. They can be:

Re-estimated;Associated with a new Proposal number (cannot reuse a Proposal number).

Questions andOpen Discussion