Design Build Projects from the Consultants Perspective

1. Design Build Projects from the Consultants Perspective Jeanna Dean Parsons Brinckerhoff, Inc.

2. Agenda • The History of Design Build (D/B) • What is the difference from Design/Bid/Build • What determines a project to be a D/B • How the process works from beginning to end • What is YOUR role in this process • Who does the UAO talk to and discuss concerns • Documents to know • Fl Utility Coordination Conference D/B task Team and your participation

3. How it began Let’s start with History

4. Design/Build Projects Then • Cost effective • Save Time • Liability placed on the contractor • No right of way acquisition • Just made sense • GUIDELINES WERE CREATED! • Design build projects were small • They were push button • Not a lot of impact to Utilities • Projects: • Lighting • Sidewalk • Railroad

5. What Changed? Many things

6. What determined a project to be a Design Build Now • Right of way acquisition is not required • Public in need of project but no funds are available • Public/Private/Partnerships • Small to mid level projects • Funding • Complexity • Outside influence • Updated Guidelines 2012

7. Good Design/Build Projects Now • The addition of: • Major Bridges • ITS/ADMS • Intersection Improvements • Interstate/Rural Widening • Fencing • Lighting/Signing/Signals • Guardrail

8. Design/Build • Liability moves to the D/B Team • Cost and Time Savings • Best product for your buck/more creative • More projects moved through production • Less construction time for the motoring public • Team effort, everyone works together • Flexibility • No clear lines of roles and responsibility unless D/B team makes it clear

9. What’s different from Design/Bid/Build? • D/B has shorter design/construction duration • The contractor is on board – know construction method • Funding is more available through public/private/partnerships – financing more projects • No right of way acquisition required • Liability shifts to D/B firm not the Agency

10. What to expect How to navigate the current system and survive

11. Focusing on the wrong priority The message can get lost!!

12. COMMUNICATION IS KEY!

13. General Design Build Process from the beginning In a perfect world

14. Here is the internal process from a consultant’s view point • The governmental Agency “The Agency” places an Ad out for professional service to write the Scope of services and the Request for Proposal (RFP) • Certain elements may/may be not required (Depends on the Agency’s preference) • Utility Coordination may not be required by the scoping design firm – pass that to the D/B team as their responsibility • Markups may/may not be acquired by the Agency • A 30% design may not be required to compete • OR…. • Other Ads require full Utility Coordination Process

15. ADVERTISE FOR A SCRIBE (consultants)

16. Documents • Plans Package submittal (Plans Vary) • D/B agreement • Confidentiality agreements • Utility Work Schedule (UWS) • Meeting notifications • Advertisements on the website • Non-governmental agreements

17. AWARD THE JOB!!

18. Coordinator’s priorities vary based on RFP (consultants) • Three different types of Scopes for U.C. • No Utility Coordination • Bare minimum (No or Partial Utility Coordination required) • Complete Utility Coordination required

19. Design/Build RFP Advertised

20. AD FOR D/B TEAM HITS STREET • Let the Design Begin (all firms) • 30-60 days to respond with package • Confidentiality a big deal • If no UC is provided – They will call you (all 150 firms) for information

21. AD FOR D/B TEAM HITS STREET • If some UC is performed – They will call you (All 150 firms) • If full UC is performed – SOME firms will call you • (If the UC is performed while writing the scope of services – that is GREAT!)

22. D/B respond Now What? • Shortlist comes out by FDOT (Usually 4 firms but this is a sliding scale) • All shortlisted firms will be in contact with you • Addendums continue to come to change the RFP • Mandatory Agency meetings (This is new criteria and varies from agency to agency) • No confidentiality without agreement!! BIG CONCERN….

23. D/B response continues • Technical proposal submitted (design only) • Design/Build firm must continues gathering data to build design/cost • Final proposal with costs are provided • Bid opening and award of project to one firm

24. D/B Team Selected

25. Job is Awarded – Now what? • You are officially notified per F.S. 337.403 the job has been awarded. • A utility kick off meeting with D/B team • Meets with the Utility Coordinator and D/B team to discuss their design and impacts to you • Work quickly and consistently with the team

26. Your time starts now! • Program your budget, work orders and material procurement – The more you can do now the better! • By 60% you should generally know where you are going and be ready to begin relocation. • Contractor determines the schedule, meetings etc. He is in charge, the UC merely works for them/agency. • DO NOT GO AROUND YOUR UC – this will hurt you in the end.

27. Field Work Begins • Short relocation duration • Time constraints are just like those in construction – Not D/B/B phasing. • Review time is usually 10 days • (unless otherwise negotiated in the D/B agreement) • Agency criteria applies • CONTRACTOR IS IN CHARGE • Documentation is a must – expect to see it, if you don’t ----- ASK.

28. UTILITIES ROLES AND RESPONSBILITIES In a perfect world

29. What YOU need to know from the beginning • Is this a proposal or Do you have the job? • Am I able to be paid for my time? • Utility Roles and Responsibility (Clarify) • Is the information supposed to be confidential or can I talk to all of you about that design issue? • Necessary Documents • Schedule and impacts to you

30. Your role during D/B process • Contact the right people • Know how to properly raise an issue for resolution • Document everything • Make sure meeting minutes are written and accurate as well as conversations are documented in an email or log. • You do have to respond to the FDOT Scope of services F.S. requested information. • Communicate, Cooperate, Commit and Coordinate –otherwise trouble could result. • Be aware of changes in the schedule and criteria.

31. Raising an issue during D/B • Project Related – Your Utility Coordinator • If problem with Utility Coordinator – Your Utility Coordinator first, then no resolution, then the one above the UC. • Overall issue with the D/B process – The District Utility Administrator for FDOT or the Project Manager for other agencies • Other Utilities to share experiences and resolutions

32. Documents to know • Florida Statutes • Agency Design/Build Manual • Specifications • Policy and Procedures • Construction plans/schedule

33. FL Utility Coordination Committee (UCC) Design Build Task Team

34. Who Should Participate & Why • Your Utility Coordinators/Permitting Coordinators and Engineers • FDOT and other Agencies attend this conference and this committee • Place to air the issue with the D/B policies • Networking • Conflict Resolution and investigation • Consultants and Agencies do not vote – this is strictly run by the Utilities. Your vote counts here.

35. QUESTIONS John Birch Skanska John Dewey Parsons Brinckerhoff Jeanna Dean Parsons Brinckerhoff

36. Thank you Jeanna Dean Sr. Utility Coordination Manager Parsons Brinckerhoff 813-520-4317 Deanj@pbworld.com