Consultant Contract Program Collaboration Project ACEC-Mn/DOT Annual Conference March 2, 2010

1. Consultant Contract Program Collaboration Project ACEC-Mn/DOT Annual Conference March 2, 2010

2. Introduction Brad Hamilton, Mn/DOT

3. Strategic Vision • Collaboration • Trust • Transparency • Accountability

4. Project Approach and Discovery Phase Themes Jan Lucke, CTS

5. Project Approach • Online Survey • One-on-one Interviews • Workshop • Steering Committee • Final Report

6. 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

7. 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

8. Selection Processes • Criteria • Consistency • Transparency • Feedback • Cost element

9. Prequalification Program • Complexity • Definition of being pre-qualified • Application and processing time

10. Education • Understanding of selection processes (types, how they are used, when they are used) • Program-wide changes over time and short-term changes

11. Relationships • Networking opportunities • Understanding of roles • Joint opportunities for professional development; including young professionals • Balancing work and professional organizations

12. Business Practices • Errors and omissions • Contract documents • Financial/audit processes • Project performance evaluation

13. Framework for Change Michael Barnes, Mn/DOT Debra Brisk, Kimley-Horn and Associates

14. Outcomes and Strategies • Draft form • Listed in no particular order • Open to feedback and comments 14

15. DESIRED OUTCOME #1 Provide reliable projections of future work STRATEGY 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

16. DESIRED OUTCOME #2 Improve 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

17. DESIRED OUTCOME #3 Increase 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

18. DESIRED OUTCOME #3 (Continued) 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

19. DESIRED OUTCOME #4 Expand education about the consultant program and its selection processes STRATEGY 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

20. DESIRED OUTCOME #5 Strengthen 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

21. DESIRED OUTCOME #6 Review 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

22. 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 22

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