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