ODOT / AGC Industry Annual Meeting, February 6, 2009

1. Elements that Contribute to a Smooth Flowing Project ODOT Panelist Discussion ODOT / AGC Industry Annual Meeting, February 6, 2009

2. Panelists • Marge West, ODOT R1 Construction Engineer • Ray Cranston, ODOT Project Manager • Chris Hunter, ODOT Project Manager • Simeon Brubaker, OBDP Project Manager • Jason Ruth, OBDP Project Manager

3. Working Together • Common goals for a successful project • Each Project Manager is different • Each Contractor is different • Each project is different

4. Elements for Success • Communication • Schedule Importance • Superintendence • Change Order Understanding • What’s Important to the Agency

5. Communication • Well defined lines of communication • Agreed upon escalation process • Open and direct communication • No topic is off limits • It’s professional not personal • Don’t be afraid to recognize good work

6. Communication cont. • Share commitments ODOT has made to stakeholders • Consistent weekly project meetings • Make the meeting a priority • Create agenda and minutes • Review and update Issues Log, Submittal Log, RFI Log

7. Schedule Importance • The Project Work Schedule is essential to the agency (Std. Spec. 00180.41 (g) for a smooth running project….But why?

8. Schedule Importance • Types of Project Schedules • Overall project schedule • Two to three week look ahead schedule • Daily schedule

9. Schedule Importance cont. • Allows the Agency to understand the timing and phasing of work • Does the Contractor have a plan to execute the work in the contract time? • Have constraints imposed by commitments such as mobility and the environment been captured?

10. Schedule Importance cont. • Allows the Agency to monitor the progress of work • Is work progressing on schedule? • Is the project potentially going to experience a delay? • Allows for early issue identification • Evaluates potential impacts from other projects. • Keeps the public informed!

11. Schedule Importance cont. • Allows the Agency to plan resources • Construction oversight staff • Project submittal reviews • ODOT quality verification

12. Schedule Importance cont. • A tool to evaluate change impact on schedule • Critical path impact • Time extension • Time delay • Evaluation of compensation due to delay

13. Schedule Importance cont.

14. Superintendence • Superintendent needs to be • Consistent • On-site • Authority to carry out engineers directive • Manage the work • Subcontractors • Schedules • Changes • Traffic control needs

15. Superintendence cont. • Too many duties • QC Manager • ECM • TCS • Knowledge of contract requirements • Submittals • Shop Drawings • Mix designs • Certification etc. • Proactive look ahead

16. Change Order Understanding • Change is a part of any project • Build on the relationship between the Contractor and the Agency PM • Consistency in changes statewide • Fair, equitable and timely payment for work • Minimize impacts to the schedule

17. Change Order Understanding cont. • Communication between the PM and the Contractor • Use the Weekly Meeting productively • Early identification of the issues • Does the Agency and Contractor clearly understand the nature of the change?

18. Change Order Understanding cont. • Working Relationship: • PM use the Contractor’s expertise and input in the solution • Discuss how this change will be incorporated into the contract work • Schedule impacts, what can be done to minimize impacts

19. Change Order Understanding cont. • Compliance with Procurement Laws • Engineer’s independent cost analysis is an Agency requirement • Is there enough detail in the Contractor’s price? • Helps verify Contractor and PM understand nature of change • Works toward an agreed upon price as quickly as possible

20. What’s Important to the Agency • Environmental stewardship • Mobility • TPDT • Documentation & quality • Small business and work-force

21. Questions and Discussion