1. Pamela Galera, Principal Landscape Architect, Anaheim Bonnie Hagan, Manager, City of Irvine

2.  ROW  WQMP  SWPPP  CEQA  CDs  PS&E  NEPA  RFP  LEED  RFQ  EIR  CIP  RFI  FF&E  O&M

3.  Congratulations! You have just been promoted/drafted/forced into project management.  Now what?

4.  View your region holistically ho·lis·tic: relating to or concerned with complete systems rather than with individual parts  Is this project meeting the needs of the community?  Who is the customer?  Is this a priority?  Some Citywide/regional needs

5.  Budget  Property  Approvals  Hiring Consultants  Master Planning  Project Requirements  Design  Bidding  Construction  Celebrate!

6.  What is a Capital Improvement Plan (CIP) and how is it different from the department budget?  Multiple Projects  Multiple Years  May be in Public Works  Include staffing and overhead costs  Keep project budget and avoid scope creep  What happens when my project is over budget?

7.  Developer fees (Quimby)  Bonds ∘Local ∘State  Grants ∘Park ∘Transportation ∘Habitat  Private  Developer built parks  Deadlines

8.  Consultant Fees  Permit Fees  Administrative Costs  Construction  Contingency  Inspections  Furniture Fixtures and Equipment (FF&E)  Operations and Maintenance (O&M)

9.  Who owns the property?  Are there any restrictions on how the property can be used based on how the property was acquired?  Is there a survey?  Are there utilities or easements?  Is the property contaminated?  What is the ultimate road setback?  Required propertyline setbacks

10.  Council  Board  Commissions  What is your timeline?

11.  Project manager  Consider time/money/expertise  They can manage:  Other consultants  Property acquisition  Survey  Contamination  Permits  Special considerations

12.  What consultants will I need?  When and how do I write the scope of work?  Request for Qualifications (RFQ)  Request for Proposal (RFP)  Do not have to award a contract to the lowest proposal?  How do I communicate with the designers and engineers?

14.  Use in-house staff if they have the time and technical ability.  Is there already a Master Plan or Strategic Plan?  What are my Department/City Standards?  General and Specific Plans  Zoning  Schedule ◦ Grant deadlines ◦ Programming needs/deadlines ◦ Funding deadlines

15. Get past NIMBY  Do your homework- know the community  Build a positive relationship between agency and the public  Be pre-emptive vs reactive to curtail surprises and negative outcomes  Engage the community early to encourage community ownership  Get key community members “on your side”  Identify unknown issues and concerns

16.  At the first meeting come to listen ∘Identify opportunities, limitations and needs  At the second meeting present several site concepts from ideas at the first workshop  Develop Preliminary Cost Estimate – compare to budget  Present concepts and have attendees vote and prioritize  Ask the community how to communicate ∘Fliers, email, social networks

17.  CEQA (California Environmental Quality Act) – All Projects ∘Analyzes potential environmental effects ∘Need detailed project description ∘File documents with the State Clearinghouse and County  NEPA (National Environmental Policy Act) – Any Federal Funding

18.  Categorical Exemption (CE) is a form that can be filled out in house. $3,000 if done by a consultant in a few weeks.  Negative Declaration (ND) can be done by your Planning Department. $25 to 40k if done by a consultant in about four months.  Mitigated Negative Declaration (MND) is $50 to 100k for a consultant in about 6-9 months. Mitigation reduces adverse impacts.  Environmental Impact Report (EIR) $200 to 400k and will take 1 year or more. Offers alternatives to the project

19.  If you are disturbing more than 1 acre of land you will have to prepare a Water Quality Management Plan (WQMP) in compliance with the  National Pollutant Discharge Elimination System (NPDES) Permit for Waste Discharge Requirements for the Regional Water Quality Control Board (RWQCB)  Construction activities require a Storm Water Pollution Prevention Plan (SWPPPs) that utilizes Best Management Practices (BMPs)  Serious Fines!

20.  New State Building Code  Public Works  Army Corp of Engineers  California Department of Fish & Game  US Fish & Wildlife  Caltrans  Air Quality Management District (AQMD)  Regional Water Quality Control Board (RWQCB)  Environmental Health

21.  Set up an internal team for regular meetings where all members can hear each others concerns  Review Agency Standards with Consultant  Confirm regulations, field sizes, needs of all user groups  Conceptual Grading Plan review  Decide finishes and materials in this stage  Save colors for last

22.  Site Amenity “Cut Sheets” review  50%-60% Drawing review  90%-100% Submittal and review  Review and comment from all Internal Departments  Distribution of plans to all External Agencies

23.  Leader in Environmental and Energy Design (LEED)  Water  Solar  Energy  Dark Skies  Heat Island Effect  Storm water  Recycling  Alternative transportation  Maintenance

24.  Constructability Review  Ensure all project acceptance and close-out requirements have been met  Ensure warrantee items are corrected on a timely basis  What is your organizations expectations of progress reports?  Monitor and document inspection progress  Track RFI/Submittals/Change Orders  Detailed review and timely processing of payment requests, change orders and submittals  Certified Payroll for grant projects  Grant reports

25.  What are public bidding laws that I need to be aware of?  Design-Bid-Build ∘Must award to the lowest bidder ∘Or equal substitution ∘Prequalification  Design-Build  California Multiple Award Schedule (CMAS) or similar

26.  How should I be involved in Construction?  What needs to be documented?  What are request for information (RFI), submittals, and Change Orders (CO)?  What is the inspectors and consultants role during construction?  What is a pay application?  What is a Certificate of Occupancy (CofO)?  Schedule

28. Pamela Galera, LEED AP, ASLA, Principal Project Planner Community Services Department, City of Anaheim Landscape Architect #3969 200 South Anaheim Boulevard │ Suite 433, Anaheim, CA 92805 (714) 765-4463 pgalera@Anaheim.net I anaheim.netpgalera@Anaheim.net Bonnie Hagan, Community Services Manager City of Irvine I One Civic Center Plaza City of Irvine, CA 92623-9575 (949) 724-6694 bhagan@cityofirvine.orgbhagan@cityofirvine.org I cityofirvine.orgcityofirvine.org

29. Pamela Galera, Principal Landscape Architect, Anaheim Bonnie Hagan, Manager, City of Irvine

30.  Communication  Supervision  Responsibility  Ice Breaker

31.  Budget  Property  Approvals  Hiring Consultants  Master Planning  Project Requirements  Design  Bidding  Construction  Celebrate!

32.  No adequate Funding  Project components that are not funded ∘Furniture, Fixtures and Equipment (FF&E) ∘Operations and Maintenance (O&M)  Start the project before funding is identified  Multiple and complicated funds with different requirements and deadlines  Unreasonable grant deadlines

33.  Topographic Survey  Utilities  Site Problems (geology, agronomy, contamination, debris and drainage)  Ultimate Road Alignment  Easements and dedications  Property is owned by group

34.  Awarded firm is far lower than competitors  Consultants do not take the initiative  Failure to take responsibility for problems  They say ‘you should have known’  Miss deadlines  Need constant reminders from you  Think about firing them…  and do it right away

35.  No clear leader  One person can kill a project with ‘not in my backyard’ (NIMBY)  Shaky council support or change in council  No community support or divided support  Too much in the design to please everyone  Budget and site restrictions  Scope creep

36.  California Environmental Quality Act (CEQA) impacts that cannot be mitigated  Project manager lackadaisical of requirements ∘Contamination ∘Water quality ∘Habitat  Conflicting professional opinions

37.  Grading Plan  Excess cut or fill  Over budget ∘Expensive furnishings and amenities  Scope creep  A lot of redline comments late in the process  Not enough detail for low bid  Expected change orders  Unreasonable contingency ∘Rehab vs new construction ∘Unforeseen site conditions

38.  No Requests for Information  Too many requests for information  No one shows up for the bid walk  Low bid is significantly lower than next bidder

39.  Owner initiated change orders before work  Multiple points of contact  Inadequate supervision on the jobsite  Inadequate supervision in the home office  Inadequate communication  Failure to identify problem areas early and then address them  Failure to take responsibility for problems  Failure to establish and maintain a realistic/accurate schedule.

40.  Top lessons learned

41.  Communication  Supervision  Responsibility

42. Pamela Galera, LEED AP, ASLA, Principal Project Planner Community Services Department, City of Anaheim Landscape Architect #3969 200 South Anaheim Boulevard │ Suite 433, Anaheim, CA 92805 (714) 765-4463 pgalera@Anaheim.net I anaheim.netpgalera@Anaheim.net Bonnie Hagan, Community Services Manager City of Irvine I One Civic Center Plaza City of Irvine, CA 92623-9575 (949) 724-6694 bhagan@cityofirvine.orgbhagan@cityofirvine.org I cityofirvine.orgcityofirvine.org