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Assembling the Team

Wisconsin Department of Transportation Real Estate Training Conference May 14, 2013. Assembling the Team. The Notice of Interest (NOI). The Notice of Interest (NOI). The Notice of Interest (NOI). Notice of Interest (NOI)- Narratives. Notice of Interest (NOI)- Instructions.

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Assembling the Team

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  1. Wisconsin Department of Transportation Real Estate Training Conference May 14, 2013 Assembling the Team

  2. The Notice of Interest (NOI)

  3. The Notice of Interest (NOI)

  4. The Notice of Interest (NOI)

  5. Notice of Interest (NOI)- Narratives

  6. Notice of Interest (NOI)- Instructions

  7. What does WisDOT want to see in a good Notice of Interest (NOI)? • Addresses all points in the Consultant Requirements Section • Good brief descriptions of example projects • Similar attributes to the project being solicited • Good availability for listed staff • A clear explanation of the staff’s availability

  8. More about…, What does WisDOT want to see in a good NOI? • Relevant comparable experience • Verification that project narrative is understood • Information needs to be accurate and representative • Honest assessments of staff’s work experience and quality

  9. NOI’s - Experience Listing Experiences: Show how many projects and parcels you have been involved in ---- but, don’t stop there! Important that you also disclose the types of parcels and especially the complex issues. For example, contaminated sites farms quarries golf courses

  10. NOI’s - Expertise Listing Area(s) of Expertise: We need to know if you have expertise in some of the more complex issues that WisDOT sometimes faces, such as: proximity complex cost to cure change of grade access

  11. NOI’s – General Tips • Be truthful, but be direct; tell us what you do • Don’t make assumptions thinking we already know • We can only grade you on what is in writing in front of us; give us all you got!

  12. Areas for Improvementon Notice of Interest (NOI’s)

  13. Areas for Improvement on NOI’s • Read the full project scope & understand specialty items • Ensure sufficient information is included to determine qualifications • Include only relevant projectexperiences • Use proper grammar

  14. More about…, Areas for Improvement on NOI’s • Be mindful when cutting and pasting to avoid errors • Evaluate past experience for listed staff • Be accurate about availability of listed staff • Focus on the key players’ qualifications

  15. More about…, Areas for Improvement on NOI’s • Address project specific skill or consultant requirements • Identify their specific roles on past projects • Ensure submissions are factual • Follow the standard format

  16. How does WisDOT reduce your Notice of Interest (NOI’s) down to the “short list”?

  17. How does WisDOT reduce your NOI’s down to the “short list”? • Good examples of similar project work for both staff experience and project examples • Staff availability is reasonable especially for key staff • Prior experience that the region had with the team • Past performance of firms/staff listed based on evaluations

  18. More about…, How does WisDOT reduce your NOI’s down to the “short list”? • Overall relevant experience / capabilities of listed staff • Specific skill sets demonstrated • Work type ratings sheet/previous experience in region • Top two or three project specific skill requirements

  19. Project Interviews Don’t assume that everyone on the panel will know you or anything about real estate Bring visual examples of your work Booklets PowerPoint presentation Bring the acquisition team

  20. What makes a winning selection? • Project specific NOI • Identifies project specific needs • One that demonstrates that they have seen the project and understands the requirements

  21. More about…, What makes a winning selection? • One that understands every aspect of the project • Discussed potential issues with the local units of government • Staffing at the appropriate level based on project complexity • Good past performance on comparable projects

  22. More about…, What makes a winning selection? • An accurate and complete NOI without obvious errors • Demonstrates successful experience working with WisDOT and potential stakeholders • Honest and upfront information in the NOI

  23. More about…, What makes a winning selection? • Not submitting the same NOI for five different projects • Identifying project specific needs • Communicating the ability to provide a successful project

  24. If Your Firm Is Not Selected…, • Firms not shortlisted – look for ways to improve next time • Schedule a feedback session for interview projects with regional Contracting Unit supervisor • Look for new and upcoming contract solicitation announcements on WisDOT’s Doing Business page, under ‘Design and construction’ tab, then to ‘Engineering and related services’ tab, and select ‘Solicitation, selections and awards’ at: http://www.dot.wisconsin.gov/business/engrserv/caudesolicit.htm • (see sample solicitation page, next slide...)

  25. Solicitation, selections and awards publication, bimonthly solicitations page…

  26. We look forward to having you as part of our WisDOT Real Estate team! Thank you!

  27. Start Up Conference • Meeting to convey and share project information • Possible Attendees • Complete a parcel by parcel review and discuss the project concepts/needs

  28. Why are those attending necessary??? • Access coordinator • Appraiser(s) • Review Appraiser • Environmental Staff

  29. Continued Participants…… • Negotiator • Plat Preparer • Project Engineer • Utility/Railroad Coordinator(s)

  30. Parcel by parcel review • Field observation • Commitments made by design staff • Unique & Common Problems • Relocation parcels (residential, business, farm) • Contaminated sites and clean up plans

  31. So, what’s needed at this start up conference? • DSR (Design Study Report) • Environmental Report • Driveway grades/changes to access • Construction plans • Encroachment report • Notes from PIM’s/design staff commitments • Preliminary TPP sheets

  32. Starting the project and continued communication • How does everyone communicate? • PIM’s (Public Involvement Meetings) • Communicate, Communicate, Communicate!!!

  33. What are we talking about? • Status of acquisitions • Timeline necessary to complete task in order to meet PSE • Relocations

  34. Communication continued… • Issues derived from negotiations/appraisal inspections • Changes in schedule • Addition or deletion of parcels on TPP sheet(s) • Status of encroachments • Razing contract/Property Management

  35. Big Brother Is Watching!! • READS • Monthly team member meetings • Email • Telephone conference/individual calls • Data Spread Sheets kept by real estate lead workers

  36. Project Wrap Up Meeting • All team members can meet to discuss final status of project • Determine what did/didn’t work throughout the process • Complete consultant evaluations Thank you!

  37. Assembling the Team for Local Public Agency (LPA) Projects By: Kerry Paruleski

  38. LPA – Project Development Administered by WisDOT’s Division of Transportation Investment Management (DTIM) Division of Transportation System Development (DTSD) DTSD Regional LPA RE Coordinators DTSD Regional Program Managers Management Consultants (MC) Deliver Project Management & Oversight to LPA

  39. What’s the Difference? WisDOT Approved Consultants vs. LPA RE Approved Consultants

  40. What’s the Difference? WisDOT Approved Consultants • Forms of Solicitation: • Get on the Master Contract list • Can be hired Specialty Contract • Submit a Notice of Interest (NOI) • Getting on the Team: • Find projects through the “WisDOT Doing Business” on the consultant extranet • Chosen through a Specialty Contract

  41. What’s the Difference? LPA RE Approved Consultants • Getting on the Team: • The Local Public Agency hires the consultant • Characteristics: • Qualified and Competent • Meet Minimum Standards Per LPA manual • No Term Limit • No Formal Screening

  42. LPA RE Approved Consultants • Minimum Qualifications for R/W Personnel • Appraisers • Review Appraisers • Negotiation Agents • Relocation Assistance Specialists

  43. LPA Project with State or Federal Funds ANYWHERE in a Project State or Federal Funding in Project WisDOT & MC Oversight Local Public Agency (LPA) LPA contracts with consultant(s)

  44. LPA Project with State or Federal Funds Selecting a Consultant What are LPAs looking for in a consultant? • Expertise • Competence • Knowledge of WisDOT procedures and forms

  45. LPA Project with State or Federal Funds Anywhere in a Project ACQUISITION CAPABILITIES STATEMENT • Required for an LPA project • Management Consultant (MC) will review and comment • WisDOT LPA RE Coordinator will do final approval

  46. LPA Real Estate WisDOT Team Thank you!

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