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Metro District Consultant
Contract Administration
21th Annual Consultant Conference
Wednesday, February 28, 2007
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Presentation Outline
Historical View
Horizon
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Areas of Emphasis
Communication, Coordination and Performance
Process Logistics
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One Stop Shop
Organization of Projects Types of work, letting/completion dates, STIP or Work Plan
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Communication, Coordination and Performance
Review & Comments Internal Functional Areas Input Quality Assurance & Quality Control
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Process Logistics
Organization of Projects Types of work, letting/completion dates, STIP or Work Plan
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Project Scoping/Cost Estimating
Increase capacity to develop more sound cost estimates.
Manage Risk/Monitor Spending
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Historical View
Spending
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Metro Consultant Budget
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Metro Consultant Spending
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Consultant Budget/Spending
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Consultant Use by Functional Area
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Consultant Use by Functional Area
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Consultant Use by Functional Area
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Horizon 2007-2010
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Horizon
WR
Traffic
RW
Program Mgmt
Planning
Design
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Horizon
Water Resources
Traffic Engineering
Program Management
Area Planning
Mapping/Surveys
Environmental Services
Design
Cultural Resources
Construction
Bridge Asbestos
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Summary
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Jennifer Faricy 651-634-2108
Julie Fiereck 651-582-1228
Mark Hagen 651-582-1479
Linda Moline 651-582-1583
Metro Consultant Contract Administration
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Questions?
21th Annual Consultant Conference
Wednesday February 28, 2007
Presentations Outline:
Areas of Emphasis 00these are areas we feel need greater effort and/or organization and coordination
There are a number a things that the district is looking to update in the way that we work with consultants. Progress Updates that are informal vs. updates with product review. Getting deliverables to CADD standards, consistency with file naming conventions and visualization standards for 3D modeling are just a few things that we will be working with consultants to better understand. Please be aware that Metro is using an updated Progress Report Form that allow us to track budget dollars against effort hours and relate this information to deliverables and % complete. Certainly in Pre-design it is not yet a science; however we will be looking at a range of things to assist in monitoring contract progress against contract value spend down. Also, keeping invoices current may be another area that we will be looking for your assistance 00particularly if subs are involved. As I have already mentioned, spending plans have already been requested for the remaining fiscal year and will be requested again in April to stay on track. Your assistance will be helpful in reducing contract carry-forward obligations into the next fiscal year. Please check expiration dates and keep invoices as current as possible 00we want you to get paid.
There are a number a things that the district is looking to update in the way that we work with consultants. Progress Updates that are informal vs. updates with product review. Getting deliverables to CADD standards, consistency with file naming conventions and visualization standards for 3D modeling are just a few things that we will be working with consultants to better understand. Please be aware that Metro is using an updated Progress Report Form that allow us to track budget dollars against effort hours and relate this information to deliverables and % complete. Certainly in Pre-design it is not yet a science; however we will be looking at a range of things to assist in monitoring contract progress against contract value spend down. Also, keeping invoices current may be another area that we will be looking for your assistance 00particularly if subs are involved. As I have already mentioned, spending plans have already been requested for the remaining fiscal year and will be requested again in April to stay on track. Your assistance will be helpful in reducing contract carry-forward obligations into the next fiscal year. Please check expiration dates and keep invoices as current as possible 00we want you to get paid.
There are a number a things that the district is looking to update in the way that we work with consultants. Progress Updates that are informal vs. updates with product review. Getting deliverables to CADD standards, consistency with file naming conventions and visualization standards for 3D modeling are just a few things that we will be working with consultants to better understand. Please be aware that Metro is using an updated Progress Report Form that allow us to track budget dollars against effort hours and relate this information to deliverables and % complete. Certainly in Pre-design it is not yet a science; however we will be looking at a range of things to assist in monitoring contract progress against contract value spend down. Also, keeping invoices current may be another area that we will be looking for your assistance 00particularly if subs are involved. As I have already mentioned, spending plans have already been requested for the remaining fiscal year and will be requested again in April to stay on track. Your assistance will be helpful in reducing contract carry-forward obligations into the next fiscal year. Please check expiration dates and keep invoices as current as possible 00we want you to get paid.
There are a number a things that the district is looking to update in the way that we work with consultants. Progress Updates that are informal vs. updates with product review. Getting deliverables to CADD standards, consistency with file naming conventions and visualization standards for 3D modeling are just a few things that we will be working with consultants to better understand. Please be aware that Metro is using an updated Progress Report Form that allow us to track budget dollars against effort hours and relate this information to deliverables and % complete. Certainly in Pre-design it is not yet a science; however we will be looking at a range of things to assist in monitoring contract progress against contract value spend down. Also, keeping invoices current may be another area that we will be looking for your assistance 00particularly if subs are involved. As I have already mentioned, spending plans have already been requested for the remaining fiscal year and will be requested again in April to stay on track. Your assistance will be helpful in reducing contract carry-forward obligations into the next fiscal year. Please check expiration dates and keep invoices as current as possible 00we want you to get paid.
There are a number a things that the district is looking to update in the way that we work with consultants. Progress Updates that are informal vs. updates with product review. Getting deliverables to CADD standards, consistency with file naming conventions and visualization standards for 3D modeling are just a few things that we will be working with consultants to better understand. Please be aware that Metro is using an updated Progress Report Form that allow us to track budget dollars against effort hours and relate this information to deliverables and % complete. Certainly in Pre-design it is not yet a science; however we will be looking at a range of things to assist in monitoring contract progress against contract value spend down. Also, keeping invoices current may be another area that we will be looking for your assistance 00particularly if subs are involved. As I have already mentioned, spending plans have already been requested for the remaining fiscal year and will be requested again in April to stay on track. Your assistance will be helpful in reducing contract carry-forward obligations into the next fiscal year. Please check expiration dates and keep invoices as current as possible 00we want you to get paid.
There are a number a things that the district is looking to update in the way that we work with consultants. Progress Updates that are informal vs. updates with product review. Getting deliverables to CADD standards, consistency with file naming conventions and visualization standards for 3D modeling are just a few things that we will be working with consultants to better understand. Please be aware that Metro is using an updated Progress Report Form that allow us to track budget dollars against effort hours and relate this information to deliverables and % complete. Certainly in Pre-design it is not yet a science; however we will be looking at a range of things to assist in monitoring contract progress against contract value spend down. Also, keeping invoices current may be another area that we will be looking for your assistance 00particularly if subs are involved. As I have already mentioned, spending plans have already been requested for the remaining fiscal year and will be requested again in April to stay on track. Your assistance will be helpful in reducing contract carry-forward obligations into the next fiscal year. Please check expiration dates and keep invoices as current as possible 00we want you to get paid.
The Metro District Consultant
Administration Budget Allocation for FY 06 is $11 million. As
of today, we have approximately 12.5 million dollars contracted as of
mid-March. Agreements in place as of today are $9.1 million;
and, Approved Projects in contract process is about $ 3.0 million
dollars (this includes partnership agreements with cities and counties
under Joint Powers agreements).
We have historically under-spent
our allocation - for multiple reasons. 1) Spending Plan projection were
to accurate although they were the best guess at the time. 2) Scope,
schedules changes were happening. And 3) our contracting cycle was too
late in the year 00were needed
to get projects identified and contracted earlier in the fiscal year
to allow for a full year of spending and for contracts to end, where
possible in the fiscal year planned.
We have put a number of things
in place to maximum the use of our consultant budget allocation - in
the fiscal year intended. Recently, we have asked your project
managers, with Mn/DOT to submit a spending plans for the next 5-6 months.
We will be following up with you again in April to confirm spend down
on contracts.
The remaining $4.8 million dollars of requests are likely to be considered in the next fiscal year. They will be organized by district priorities, letting dates, and, for functional areas, completion dates.
What I hope to do is give you
a picture of the potential projects slated for Metro. Included are remaining
projects/requests for FY 06 as well as what is coming in 07 and 08.
This is a target that keeps moving and is likely to change again.
As indicated in the budget allocation portion of my presentation, there
are very few dollars available for additional consultant use in FY 06,
the good news is that we got out of the gate early 00
funds are just about fully contracted. The other good news is
that as we look to 07, 08 and beyond, we expect smaller amounts of carry-forward
which allows for potentially more contracts to be initiated.
As we look to the future -
07, 08, 09, there is an approximate $16.6 million dollar allocation
for potential consultant use, which does not include the approximate
$6.95 million for advance design projects for the same period.
Soon, we will be going through a prioritization process for FY 07 and FY 08 and looking at 09 to sort out the use of these dollars.
Watch the Consultant Services website to get a sense of what will be coming. What I want you to keep in mind is that advance design funding is also a part of this picture, even though you will not see them in my presentation. I will start with those projects/requests that are within function areas 000. they are.
I would like to take this time to thank you for your attention. Hopefully the information presented is helpful. Please feel free to contact the district consultant contract administration staff. Please be aware that Jennifer Faricy is on mobility; however Linn Moline will be able to assist with contracts where you have worked with Jennifer. For those who have attended that last two conferences I must apologize - today I have no baby pictures nor do I have a song. I realize that for some of you this is a shock 00you feel as if you have lost a vital part of this conference. Have no fear, I will be at the piano bar later this evening for those of you who have requests.
Any questions? Thank You.
