1. Streamlining Project Delivery (Current Initiatives) Track A Breakout Session #4
September 15, 2016
Todd M. Halacy, P.E., Moderator
Assistant Division Administrator – VDOT, Local Assistance Division

2. Distinguished Presenters
Streamlining Project Delivery
Distinguished Presenters
John Simmers - VDOT Central Office
Local Assistance Division – Local Project Administration Section Manager
Derrick Williams - VDOT Hampton Roads District
Urban Programs Division – Project Coordinator
Gregory Cooley Jr., P.E. - VDOT Culpeper District
Design Build Area Construction Engineer
Leonard (Bud) Siegel Jr., P.E. - VDOT Northern VA District
NOVA District Local Assistance Program Manager
Amir Salahshoor, P.E. - VDOT Northern VA District
Assistant Manager NOVA District Local Assistance Program

3. Streamlining Project Delivery
VDOT Business Plan – LAD Action Items Overview (John)
Project Scheduling Tool (Derrick)
District Project Tracking Database (Derrick)
Consultant/ Construction Procurement (Greg)
LAP Starter Pack/ LAP MAP (Bud/ Amir)
Agenda

4. LAD Action Items Overview
Streamlining Project Delivery
VDOT Business Plan
LAD Action Items Overview
John Simmers

5. Streamlining Project Delivery
Streamlining Local Project Delivery has been included in the annual VDOT Business Plan as a Local Assistance Division Action Item for three consecutive fiscal years…
FY2017
FY2016
FY2015

6. VDOT Business Plan – LAD Action item
Began in FY2015:
“Establish a District Local Projects Advisory Group to complement the Local Project Stakeholders Group and establish a joint subcommittee from both groups to identify strategies for improving local project delivery”

7. VDOT Business Plan – LAD Action item
Strategies Identified:
Strengthen project scheduling and accountability for project timelines
Develop a Schedule Template for Local Government use
Implement Hampton Roads District Tracking Database
Include a Project Delivery Plan as a part of the RtA
Implement District Locality Days
Develop a “LAP Starter Pack”
(quick-start guide to local project administration)

8. VDOT Business Plan – LAD Action item
Strategies Identified (continued):
Streamline Procurement
Consultants
Contractors
Local government access to VDOT applications
Improve consistency among VDOT project coordinators
Knowledge and application of policy statewide
Clarification/identification of VDOT roles
Resource/workload alignment
Continue Local Government Stakeholder Groups

9. VDOT Business Plan – LAD Action item
Continued in FY2016:
“The District Local Projects Advisory Group will work with the Local Assistance Division to lead the implementation of strategies previously identified to improve local project delivery”

10. VDOT Business Plan – LAD Action item
Major Accomplishments:
Roll-out LAP schedule tool
Identify options for streamlining consultant procurement
Implement tools to facilitate District Locality Days
Initiate pilot district testing of the HRD tracking database
Identify options for streamlining contractor procurement
Identify options for implementing a project delivery plan
Develop a draft LAP Starter Pack (quick-start guide)
Ongoing: Meet with Local Government Stakeholders groups
- Local Government Stakeholders District Local Projects Advisory Group
- UCI Municipalities (full group) - UCI Workgroup
- Local Government Workgroup

11. VDOT Business Plan – LAD Action item
And extends into FY2017:
“The District Local Projects Advisory Group will continue to work with the Local Assistance Division to lead the implementation of strategies previously identified to improve local project delivery”

12. Streamlining Project Delivery QUESTIONS and DISCUSSION

13. Project Scheduling Tool
Streamlining Project Delivery
Project Scheduling Tool
Derrick Williams

14. Project Scheduling Tool
Overview
LAP Schedule Tool
Hampton Roads Tracking Database

15. Project Scheduling Tool Purpose and Need for the LAP Scheduling Tool
Began as a UCI work group initiative
Built with input from the localities and VDOT staff
The scheduling tool helps localities develop a schedule based on a basic deliverable outline tailored to factors such as environmental document, public involvement, and funding type
The tool is a starting point for schedule development. Your particular project may have more deliverables

16. Project Scheduling Tool LAP Schedule Tool - Factors
Project Deliverables for Federal and State funded projects
Schedule Factors included which may impact delivery:
Funding
Phases
Public Involvement
Consultant Procurement
Environmental Document

17. Project Scheduling Tool
LAP Schedule Tool - Factors

18. Project Scheduling Tool
Project Webb Application (PWA)

19. Project Scheduling Tool
LAP Schedule Tool
Available on the LAD external forms website:

20. District Project Tracking Database
Derrick Williams

21. Why the HR Tracking Database was created ?
Large local program
13 Urban localities and 9 counties
Span many different oversight / requirements
Condense many elements in the LAP Manual into checklists and uniform delivery based on 5 criteria
UCI Status
CN Tier
Funding type
Roadway Maintained By
On NHS
Train new VDOT Project Coordinators

22. District Project Tracking Database
Currently being tested in Richmond, Staunton and NOVA

23. What does the HR Tracking Database seek to accomplish?
Improve consistency
Keep projects updated when new information is submitted
Keep locality and VDOT abreast of important documents that could delay Authorizations
Teaching tool
Continuity for VDOT Project Coordinators
Provides new VDOT Project Coordinators the ability to quickly reference examples, guidance, and custom checklist tailored to the project type
Example - RW Authorizations
Identify areas where delays occur
Track deliverable performance
Track project status by locality

24. How does the HR Tracking Database benefit localities ?
Project deliverables
Clearly identifies the items the locality needs to submit for Authorization
VDOT Project Coordinator can clearly see if a submittals are complete and can address missing items without delaying review times significantly

25. How does the HR Tracking Database benefit localities ?
2. Improved timeliness for delivery
Database measures baseline durations and dynamic durations

26. How does the HR Tracking Database benefit localities ?
3. Reporting capabilities
Provides reports on reviews and Authorizations

27. How does the HR Tracking Database benefit localities ?
4. Snap Shot capabilities
Provides reports on ongoing and upcoming submittals

28. District Project Tracking Database
Project Webb Application (PWA)

29. District Project Tracking Database
Questions ?

30. Consultant/ Construction Procurement
Gregory Cooley, Jr., P.E.

31. Consultant/ Contractor Contracts Agenda
Streamlining Project Delivery
Consultant/ Contractor Contracts Agenda
Consultant Contracts
Goal/Objective
Identified Options
Next Steps
Contractor Contracts
Identified Option
As Of: September 6, 2016
As Of: August 11, 2016

32. Consultant Contracts Goal/Objective – Streamline Procurement
Research – Michigan, Missouri, New York, North Carolina, Ohio, Pennsylvania
Identified Options –
On-Call Contract for Local Use
Divided by Region, specialty, etc.
Flexibility to Localities
Pros/Cons
Small Purchasing Procurement Option
Contracts not exceeding $60k – not competitive

33. Contractor Contracts Goal/Objective – Streamline Procurement
Research – Contracting Law, VTCA, Urban and Rural Planning District Commission, ASD, and State Contracting Engineer
Identified Options –
Planning District Commission Regional On-Call Contractor
PDC manages contract
Pros/Cons
VDOT On-call Contractor
Revise Contracts for regional use
Potentially use for Project Inspection
Hired Equipment Contracting(Administrative Services Div)
Time and Material Contract

34. Contractor Contracts – Cont’d.
Additional Identified Options –
4. Local on-call Contracts
Option to group projects for regional use
Potentially use for Project Inspection
Pros/Cons

35. Consultant/ Contractor Contracts
Next Steps

36. LAP Starter Pack Beginners’ Guide to Locally Administered Projects
Leonard (Bud) Siegel, Jr., P.E.

37. LAP Starter Pack Development
VDOT FY 2016 Business Plan Goal (2.3.4): Develop a “quick start guide.”
VDOT Team assembled
Question: What are we trying to do with “Starter Pack”? - Provide LPA leadership an overview of LAP? - Advise LPA staff & consultants of LAP process?

39. Page 1- LAP Overview

40. Page 2 – Pre-LA Project Process

41. Page 3 – Roles & Responsibilities

42. Page 4 – LA Project Risk

43. Page 5 – Building the LAP Team

44. Page 6 - Detailed Process Overview

45. Starter Pack - Next Steps
Continue to solicit comments and continue to refine Starter Pack
Possible incorporation into VDOT Board of Supervisors Manual or Resident Administrators Manual
Possible Starter Pack Training Module for RAs and other liaisons with LPAs and elected officials.

46. Introduction LAP Map
Amir Salahshoor, P.E.

48. What is LAP Map?? Simple Flow-chart base
Navigational Tool using Hyperlinks to LAP Manual
Quick and easy access
We are not deviating from LAP Manual

49. Why was LAP Map Created??
LAP Manual is… comprehensive but… is over 550 pages with 19 chapters
A simplified guide was needed
LAP Map allows you to easily see the process steps required for your specific project type

50. LAP Map Consists of 2 Sections
Section 1: Project Selector
Section 2: Project Process Flowchart specific to each project type (with LAP Manual links)

51. We like your Comments/ Suggestions on our
DRAFT LAP-MAP
Is there enough detail/ too much detail?
Is there something additional you would like to see included?
Suggestions for improvement

52. Questions??? Amir Salahshoor, P.E. 703-259.1957 (Office)
Assistant Manager
NOVA Local Assistance Program
(Office)
Local Assistance Division

53. Streamlining Project Delivery
Presenter Contact Information
John Simmers - VDOT Central Office - LAD or
Derrick Williams - VDOT Hampton Roads District or
Gregory Cooley Jr., P.E. - VDOT Culpeper District or
Leonard (Bud) Siegel Jr., P.E. - VDOT Northern VA District or
Amir Salahshoor, P.E. - VDOT Northern VA District or