1. DPW Pay Items, Specs and CIP Cost Estimating System (CES)
Tuesday, September 10, 2019
DPW Pay Items, Specs and CIP Cost Estimating System (CES)
Rick Brost Assistant Construction Admin and PI Committee Chair
Rick Kruchten DPW Senior Project Manager
Jim Lutterbach, PE CIP and CES - Lead Software Developer RB

2. Pay Item History at DPW
Before 2018, DPW did not have a standard list of pay items
PIC (Pay Item Committee) was formed October 24, 2017, to come up with a catalogue of standard DPW pay items and accompanying specs.
CHAIR: Rick Brost MEMBERS: Mark Zwoyer, Nathan Sheets, Bill Chappell, Theresa Mendoza and Sherry Powell
Using INDOT pay items as a basis for DPW pay items
About 4,400 INDOT items + over 200 DPW items
All projects bidding after September 1, 2018 shall use DPW PI Catalogue and Specifications RB

3. DPW PIC (Pay Item Committee)
PIC meets on a regular basis, typically every two weeks.
PIC responds to petitions for new Pay Items and Specs
There is a process for new Pay Items:
Petition PIC: Memo: from Designer to PIC Designer provides justification
PIC Response: Memo: from PIC to Designer Denied | Under Advisement | Concur If Concur, Designer begins development of Spec
Notification of Approval and Implementation (NOAI) Memo: from PIC to Design Provides approval for use of PI and Spec on project Provides designer with official PI Number RB

4. PIC Memos: Petition | Respond | NOAIRB

5. PIC Memo: Where to Get Petition Memo?
Browse Indy Gov Website:  Agencies  Department of Public Works  Public Works Specifications and Manuals  Pay Item Catalogue  Petition for a New DPW Pay Item
Link: works-specifications-and-manuals RB

6. DPW Specs Three types of specifications:
Information Specs
Specs that modify INDOT specs
Specs unique to DPW
Designers will select specific specs based on Bid 3 pay items.
Heads-up! With Change Orders that add pay items, PM may need to add specifications in some cases. RB

7. DPW Pay Item Catalogue: How to get them?
Option 1: Have your DPW Design Manager generate an Excel export from CES, which is the system-of-record for the DPW Pay Item Catalogue.
Advantage: most up to date Disadvantage: requires DPW Design Manager
Option 2: Download Excel snapshot as posted on Indy Gov website.
Advantage: do it yourself Disadvantage: potentially more out of date RB

8. DPW Pay Item Catalogue – Option 2
Browse Indy Gov Website:  Agencies  Department of Public Works  Public Works Specifications and Manuals  Pay Item Catalogue
Link: RB

9. Get Familiar with DPW Pay Items
DPW designers and PM’s need to familiarized themselves with the DPW unique pay items and specs!
There are a few DPW pay items that supersede INDOT pay items (example: Water Line Relocation, D-715-XXXXX).
< LOOK FOR DPW PAY ITEM FIRST! > RB

10. FORMAT: DPW vs INDOT Pay Items
Prefix with either “D” or “I”
DPW: D-XXX-YYYYY
INDOT: I-XXX-YYYYY RB

11. Engineers Estimate or Certified Bid Tabs (CBT)
Formatted Excel Workbook used for Engineers Estimate or Certified Bid Tabs
To the right, is example of Engineers Estimate.
Get form from: Option 1 or Option 2 that was mentioned earlier. RK

12. EE and CBT Form (close-up bottom)
Notes
READ THESE!!
Engineers Estimate
DPW Pay Item Catalogue RK

13. EE and CBT Form (close-up of top)
Line Numbers left blank. CES will generate after DPW design manager bulk loads.
Lookup performed on PI Catalogue. If good GREEN . If nonexistent, RED X.
Complete Blue Only. Everything else is calculated or looked up. RK

14. Designer submits this Excel form as Engineers Estimate (not PDF’s!)
EE and CBT Form Reminders
Designer submits this Excel form as Engineers Estimate (not PDF’s!)
Designer submits this Excel form as Certified Bid Tab (CBT)
The same Excel form is submitted at both times
A simple way to get PI data into CES
Do not change the format of the Excel form. This will cause the bulk load to fail.
The DPW DM will bulk loaded workbook into CES RK

15. Cost Estimating System (CES)
CES initially directed by Andy Lutz (late 2015)
Melody Park and then David Borden have prioritized development and adoption of standardization of pay items
CES is system-of-record for Pay Item cost tracking on every project
Part of CIP Database and thus fully integrated with program management software. JL

16. Cost Estimating System (CES)
Pay Item Catalogue stored in CIP Db
Pay items used on every CIP project (having construction)
Three Tabs within Project Manager Client
Tab 1: Engineers Estimate
Tab 2: Bid Setup
Tab 3: Certified Bid Tabs JL

17. CES – Engineers EstimateJL

18. CES – Bid Setup JL

19. CES – Certified Bid Tab JL

20. Cost Estimating System (CES)
Reporting at both Project and Program Level
Develop Price Model
Conduct Market Analysis
Construction Indexes
Measure bid and contractor performance
Pay Items used in CO/WDC’s
Progressive Pay Items used in Inspection
Objective measure of contractor progress JL

21. Inspection Client (INC) – Daily LogJL

22. Inspection Client (INC) – Contract ChangesJL

23. Questions?