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1
Consultant Contract Program Collaboration Project
ACEC-Mn/DOT Annual ConferenceMarch 2, 2010
2
Introduction
Brad Hamilton, Mn/DOT
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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
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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
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Prequalification Program
• Complexity
• Definition of being pre-qualified
• Application and processing time
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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/DOTDebra Brisk, Kimley-Horn and
Associates
Outcomes and Strategies
• Draft form
• Listed in no particular order
• Open to feedback and comments
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DESIRED OUTCOME #1Provide reliable projections of future workSTRATEGY 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
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DESIRED OUTCOME #2Improve 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
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DESIRED OUTCOME #3Increase 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
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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
DESIRED OUTCOME #3 (Continued)
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DESIRED OUTCOME #4Expand education about the consultant
program and its selection processesSTRATEGY 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
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DESIRED OUTCOME #5Strengthen 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
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DESIRED OUTCOME #6Review 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
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
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Questions?
For more information, visit http://www.dot.state.mn.us/consult