contract administration education committee...

Contract Administration Education Committee (CAEC) MEETING MINUTES

July 31, 2018, 10 A.M. – 12 NOON

City of Olympia - City Hall 601 4th Avenue East, Olympia 98501

Conference Room 207

Members Present Via Teleconference Teleconference – Call Phone Number: 605-475-3220 Pass Code: 423012#

Thanh Jeffers Jane Cooke Michele Percussi Haley Meredith Ronda Syverson Deborah Ottum

PURPOSE: The purpose of the meeting is to thank Linda for her leadership, discuss current CAEC membership, acknowledge number of attendees receiving certificates in September, evaluate 2018 May Workshops series, review upcoming events, and other business.

A. Discussion Topics:

1. Thank Linda for her leadership. Ideas?

a. Gift card with personal notes from CAEC members inserted into the mailer.

b. Send emails to Michele P.

c. An e-blast will be sent to CAEC members informing them of this Action Item.

2. CAEC Membership – Chair/Co-Chair volunteer(s)

a. APWA Committee Handbook – Committee Chair position tasks discussed.

b. Ronda nominated Deborah Ottum. Deborah will discuss Co-Chair duties with Michele P.

c. Ronda suggested reinstating the CAEC Website Coordinator position. This person will monitor CAEC’s webpages and APWA/WA training calendar and advise Chair/Co-Chair of any issues/concerns. Chair/Co-Chair will advise Lilt of web updates.

3. CAEC Certificate program – Item B below

4. Evaluate May Workshop series – Item C below

5. Review upcoming events – Item C below

6. Budget report – Melissa

a. Ronda will contact Melissa to obtain a budget report to distribute with the minutes.

7. Issues: Discussion on site logistics during the May Workshop Series

a. Everett – equipment was not ready for presenters. Presenter used own laptop.

b. Liberty Lake – CAEC is to bring/set-up laptop/projector and move furniture for session.

8. Items brought forward from April 2018 CAEC Meeting:

a. APWA WA Magazine CAEC article: 2018 – Summer Issue

i. Thank you to the authors! Michele P., Deborah, and Bob (attached). Will distribute with meeting minutes.

Contract Administration Education Committee (CAEC) Meeting Minutes July 31, 2018

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b. Ronda will contact Melissa regarding development of an expense vs. revenue spreadsheet that was discussed at the April 24, 2018, CAEC meeting.

B. Certificate Program:

Certificates are issued in February and September.

Certificate Level

Certificates to be Issued in September

Certificates Issued-to-Date

Bronze (30 credit hours) 15 331 Silver (60 credit hours) 7 75 Gold (90 credit hours) 3 31 Platinum (120 credit hours) 0 6 TOTAL 25 443

C. 2018 Workshop Schedule

February: Topic: Back to Basics with Essential Documentation Coordinator: Linda Attendees: 244 (5 sessions, 2 at Renton) Revenue: $2,660 Expenses: Workshop evaluation: Excellent response to Workshop Location Date Renton Feb 1 Yakima Feb 8 Camas Feb 15 Everett Feb 22 Liberty Lake Feb 28 May: Topic: Insurance and Bonding Coordinator: Ronda Liberty Lake participation – 8 plus 1 person did not sign-in Attendees: 157 (5 venues) Revenue: Expenses: Workshop evaluation: Mostly positive. Some mixed comments – wanted more in-depth training. Location Date Renton May 3 Yakima May 10 Camas May 17 Everett May 24 Liberty Lake June 6


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September: Topic: History, Barriers and Forward Momentum towards Equitable Outcomes Coordinator: Michele P. Action Item: Michele P. will Moderate/Site Coordinator at Liberty Lake. Attendees: ( venues) Revenue: Expenses: Workshop evaluation: Description from website: What every public contracting professional needs to know about the history, barriers and forward momentum towards inclusion of S/M/W/DBE firms in public works contracting. Presenters: Vicky Schiantarelli, City of Seattle, extensive experience with OMWBE Regina Glenn, Pacific Communications Consultant Comments: Diversity, women’s, veterans, etc. Start time: 9 a.m. Everett Venue Issues: The Everett Community Theatre can no longer offer this venue at no charge. Michele

and Jane are working to establish another venue. Michele will reach out to Tina Nelson, APWA-WA Board Liaison to CAEC. Note, after a lot of hard work by Jane, Michele P., and Judy, it was determined that we will reserve the Everett Community Theatre for the September 2018 Workshop. The Port of Everett may host future CAEC Workshops. More to follow.

Location Date Renton Aug 30 Yakima Sep 13 Camas Sep 6 Everett Sep 20 Liberty Lake Oct 10

APWA/WA Fall Conference: October 3-5 Wenatchee Diversity Expeditions Comments: Diversity in attendees, Social Justice, commitment to honor diversity, etc.

November: Topic: On-Call Construction Contracts, Maintenance Contracts, Rosters, and Advertising Coordinators: Haley, Linda, Michele C., Thanh Action Item: Who will Moderate/Site Coordinator at Liberty Lake? Attendees: ( venues) Revenue: Expenses: Workshop evaluation: Description from website: None Comments: Thank you Thanh for stepping in to assist Haley and Michele C. Start Time? 9 a.m. or 10 a.m. Location Date Renton Nov 1 Yakima Nov 8 Camas Nov 15 Everett Nov 27 Liberty Lake Dec 5


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D. Other 1. Committee Meeting Dates and Locations

2018 Meeting Dates: January 18 KBA Offices - Bellevue April 24 City of Lacey, Lacey July 31 Olympia City Hall, Olympia October 18 MRSC Office, Seattle Pierce County (Thanh to reserve)

2. Establish 2019 Workshop Schedule – Ronda to send request to site coordinators. Done.

2019 CAEC Workshop Schedule Renton Yakima Camas Everett Liberty Lake February 7 14 21 28 March 6 May 2 9 16 23 31 September Aug 29 5 12 19 27 November Oct 24 7 14 21 4-Dec

Everett location: waiting for confirmation on Port of Everett venue.

3. Inquiries regarding other resources. For example, bidding. Suggestion provide link to MRSC’s website –

Bidding Books, contract administration guidelines, procurement information, guidance on acquiring professional services, etc.

4. Webinars. Do we want to record one session in each Workshop series to provide a webinar format? We have discussed this topic in the past. CAEC is all about networking – we don’t want to lose this. MRSC and other organizations offer webinars. We often have changes to the material between Workshops, arising from questions in one of the initial sessions. CAEC would be unable to offer credit for viewing a webinar that is posted to our web page. And, presenters may not want to be recorded.

5. CAEC Roles and Responsibilities: Linda had suggested this in January 2018. Ronda will work on draft Roles and Responsibilities and forward to Chair/Co-Chair for review.

6. Handouts – Print or Not? Discussion ensued. It was determined that each venue Moderator bring ten or more copies, depending on the number of attendees. Michele P. will put this out to the full committee for input.

7. CAEC normally discusses Workshop topics for the coming year during the October committee meeting. Ronda offered to coordinate the February 2019 Workshop series. She suggested a Hybrid – L&I Awarding Agency/L&I Construction Contractor class. The class would combine the two training formats offered by WA State L&I. Please note this training will not be advertised as a training session for Contractors. This training would expand on previous CAEC Workshops that have provided a general overview of prevailing wage law. Prevailing Wage Training is one of the most requested topics on CAEC surveys. Consensus was to proceed with this training concept.


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E. Future

1. Chair/Co-Chair position. 2. Backup Secretary? If Deborah accepts Co-Chair position. 3. Website Coordinator: Note: Michele Capestany volunteered after the July 31, 2018, committee

meeting. Thank you Michele! 4. Workshop Calendar Coordinator: volunteer? Annual task. Completed for 2019 (working on Everett). 5. Travel expenses: drive vs. fly and rental car. 6. Establish 2019 Workshop Topics and confirm Workshop Coordinators. 7. Moderator/Site Coordinator to provide Time Management during CAEC Workshops:

a) Start on Time. b) Breaks. Manage breaks - 7 to 10 minutes. Ask attendees to take their seats. c) Lunch. Limit to one hour. We ask our presenters to cover a lot of material in a short time. d) End on Time.

Fiscal year was changed to July to June

Date

7/1/2017 $4,400.00 $4,400.008/7/2017 $37.71 $4,362.29

8/10/2017 $10.40 $4,351.899/1/2017 $36.02 $4,315.879/7/2017 $50.00 $4,265.87

9/25/2017 $536.43 $3,729.449/14/2017 $734.96 $2,994.4810/3/2017 $831.01 $2,163.478/31/2017 $35.09 $2,128.388/30/2017 $17.97 $2,110.41

9/1/2017 $1,620.00 $3,730.419/13/2017 $70.42 $3,659.999/21/2017 $32.79 $3,627.2011/1/2017 $1,480.00 $5,107.2011/2/2017 $119.19 $4,988.01

11/15/2017 $18.96 $4,969.0511/29/2017 $44.08 $4,924.9712/19/2017 $810.43 $4,114.54

1/29/2018 $37.50 $4,077.042/1/2018 $2,660.00

2/13/2018 $31.66 $4,045.382/1/2018 $159.01 $3,886.372/8/2018 $250.00 $3,636.37

2/22/2018 $82.80 $3,553.573/5/2018 $897.19 $2,656.383/9/2018 $100.00 $2,556.38

4/28/2018 $47.04 $2,509.344/29/2018 $8.66 $2,500.685/10/2018 $50.00 $2,450.68

L Shilley Presenter travel expensesSpeaker Appeciate gift cards

February Revenues

Refreshements Camas

Refreshments RentonRefreshment Supplies Camas

Refreshments Yakima

Coffee expenses Everett Location

Refreshments EverettN Boccio Present travel expenses

Coffee expenses Camas

Refreshments CamasRenton Supplies/refreshments/coffeeCoffee expense Yakima Multiple dates

Coffee expenses Everett Location

Yearly budgetParchment paper for certificates

mail certificatesRenton Supplies

Coffee expenses Yakima Location

APWA - CAEC BUDGET

Deposit Expense Balance Notes

Refreshments Renton

M Myette presenter travel expenses

Refreshments CamasSeptember Revenues

November Revenues

M Myette presenter travel expenses

M Dyer presenter travel expensesCoffee Renton (APWA cc)

Refreshments Renton (APWA cc)

5/15/2018 $18.87 $2,431.816/1/2018 $702.23 $1,729.586/6/2018 $583.44 $1,146.14

6/14/2018 $1,840.00 $2,986.146/18/2018 $444.19 $1,285.396/20/2018 $176.16 $969.98

$5,760.00 $6,974.21

R Aronson presenting travel expenses

R Aronson presenting travel expenses

Refreshment Camas

R Syversen travel expensesMay Revenues

Refreshments Everett

CONTRACT ADMINISTRATION EDUCATION COMMITTEE

The Evolution of the Contract Administration Education Committee

.. . and What It Can Do for You!

The. Contract Administration Subcommittee's (CASC) story began in May 2001 , when Toni Lyons and Pam Miller, both Contract Administrators for the City of Auburn, asked MRSC

Public Works Consultant, John Carpita (now retired), to offer contract administrat ion training for Auburn and other local public agencies. Toni, Pam, and John quickly real ized how desperately training was needed and immediately formed a quasi-committee to begin planning. The first workshop occurred soon after. Attendance by local publ ic agencies was high, as expected . But the newly formed committee was surprised to see the number of consulting f irms also in attendance, as their employees were in need of the same training. As a result, the chapter's Board of

Directors formally adopted the subcommittee that same year.

~~xt .generatron facility planning, design, and impfemeotat1oo for fleel· based pubfic infrastructure agencies. viWw:idarctilteceUte~com

..I WASHINGTON STATE PublicWorks SUMM ER 2018

Back then, CASC offered one workshop per quarter, which

often covered the basics of contract administration, such as contract documents, project documentation, retainage, and project closeout Workshop attendees began requesting additional session topics of interest to meet their professional needs. It did not take long for CASC workshops to become the contract administration training program of choice by municipal, county, public utility district, contractor, and consultant management and staff.

A Certifi cate Progra1 l for Contract Administration Professionals In 2004, CASC created a certif icate program to recognize Contract Administration Professionals for their commitment to continuing education at three levels of completion: 30 hours, 60 hours, and 90 hours of training. The workshops became so popular that CASC soon found themselves with more attendees than space to hold its sessions. Fortunately, classroom space was located at two new locations: the Renton Maintenance Training Room and the Everett Performing Arts Center, both of which still host workshops today. The cities of Renton and Everett provide this classroom space at no charge, which allows APWA to provide free training to its members.

That same year, CASC was presented w ith the first "Committee Action Award " from the chapter. The award recognized CASC for

providing exceptional value to the APWA Washington membership and the public works profession. CASC received the award again in 2016.

Moving Forwar·d with a New Name CASC was officially recogn ized as its own committee in 2016 and changed its name to the Contract Administration Education Committee (CAEC). CAEC's mission is to provide an educational program t hat is responsive to the needs of public works personnel to encourage and facilitate professional growth, networking, and statewide uniformity of contract administration in order to efficiently serve the public.

In 2016 the certificate program was renamed the CAEC Professional Certificate Program (or CAEC Pro). Additionally, a fourth certificate level was added for completion of 120 hours of training . Not only does this help to meet the needs of our public and private partners, it further recognizes those professionals who continue their education in the field of public works contract administration .

Agencies with an interest in CAEC training vary in size, operation modes, and geographic locat ion. CAEC workshops can be tailored to smaller agencies where a single person may "do it all, " as well as to larger agencies w ith many people - or even many departments - handling contract administration. CAEC's ability to meet these training needs prepares agencies to work efficiently and consistently

and helps to build good relationships with the consultant community. Of special note, there are regional public agencies and consultant firms listing a CAEC certificate as a preference in job postings, and these same firms set training standards that include continuing education through the CAEC workshops.

CAEC Today Today, CAEC hosts workshops in five locations - Renton, Yakima, Camas, Everett, and Liberty Lake. In 2017, more than 600 professionals from as far north as Bellingham, as far south as Camas, and as far east as Spokane attended CAEC workshops for a variet y of training, including Managing Federally Funded Projects, Prevailing Wage and Contract Close-Out, Construction Cost Estimating, and Negotiating Professional Service Agreements from a Consultant's Perspective.

CAEC's organizational structure has grown to a 14-person committee led by Linda Shilley, Senior Contract Administrator for the Port of Olympia. Other committee members are: • Betty Chan-Etquibal, Sound Transit • Catherine McNabb, City of Port Townsend • Deborah Ottum, KBA, Inc. • Haley Meredith, City of Pasco • Jane Cooke, Edmonds School District 15 • Jim Hodges, City of Camas • Judy Isaac, MRSC Liaison

Transport9tion · Storrnwater · Drinking Water · Wastewater

Public facilities • Natural System Restoration

We Have all of Y0ur Public Works Needs Covered

Ar-lington · Olympia ·Seattle.· VancotJver · Wenat~he~· Yakima

• Melissa Jordan, Sound Transit • Michele Capestany, City of Lacey • Michele Percussi, Milestone Worldwide, LLC • Robert Desgrosellier, City of Yakima • Ronda Syverson, City of Camas • Sue Ownby, City of Yakima • Thanh Jeffers, City of Olympia

So, what does the CAEC have in store for you in 2018? • 2nd Quarter - Bonds and Insurance • 3rd Quarter - Scheduling and Project Management • 4th Quarter - Use of Rosters, Maintenance Contracts, and

Advertising "A to Z"

Anyone can attend a CAEC workshop, not just contract administrators, as anyone serving the public works community will benefit from a thorough understanding of the contract administration process. APWA members can learn more about CAEC and our workshops, or sign up for our mailing list at: http://washington.apwa.net/MenuHomepage/1102/CAEC-Training. Select the blue 'Read More' on the bottom-right to expand the page.

Additionally, the CAEC committee welcomes workshop topic ideas from members at any time. To suggest a topic, contact Linda Shilley by emailing [email protected] or calling her at (360) 528-8010.

The CAEC looks forward to seeing you at a future workshop! I

I ASPHALT

lmprouing the road ahead.

S"-'MMER 2018 WASHINGTON STATE PublicWorks I'

contract administration education committee...

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