Administering Lump Sum P T Contracts via a Cost

Administering Lump Sum P/T Contracts via a Cost Loaded Schedule Tom Wiener, P. E. Mn. DOT Project Controls Engineer Matt Reid, P. E. HDR Engineering, Inc.

Background – Why?

Cost Loaded Schedule Allows for Breakdown of L. S. Cost ◦ Validate Costs of the L. S. Better Quality Control Better Progress Control and Monitoring ◦ Earned Value / Revenue Techniques

Cost Loaded Schedules Schedule of Values Contractor Consultant (Low Bid Contract) Lump Sum Bid items are Cost Accounts in P 6 that align with Unit Rate bid items

Cost Loaded Schedules Schedule of Values Contractor Consultant Challenges Faced We’ve Never Done This Before ($14. 2 M QBS) Office of Audit/Validation of Costs Creating Negotiated Work Packages from RFP Schedule Was a Learning Curve for Consultant

MN Earned Revenue Method • Provides Method for Equity Control • Allows for Schedule Risk to be Reduced • Reduces Fears of Lump Sum • Encourages Innovation • Scope Diligence • Streamlined Payment Administration

St. Croix Design Schedule

St. Croix Design Schedule Lump Sum Contract Requirement 1 st Design Contract – Lump Sum CPM Use of Mn. DOT SWIFT Codes ◦ ◦ ◦ 1010 – Project Management 1250 – Misc. Engineering & Support 2824 – Special Studies ABUT DECK PIER Oracle Primavera P 6

Types of Schedules Baseline Schedules – 1 st plan for executing work and progress measured from Update Schedules – record of progress on a monthly basis; actual dates, remaining durations, actual cost, earned value. Revised Schedules – Re Baseline if necessary

St. Croix Baseline Development Schedule built locally Coordination with Functional Leads and Mn. DOT Baseline Acceptance Baseline Uploaded to Mn. DOT Hosted P 6 Environment

St. Croix - Work Breakdown Structure (WBS)

Mn. DOT CPM Specifications Similar to Mn. DOT CPM Const Specs – 1803 Activity Durations 5 -20 days Activity must have Predecessor/Successor No Lags/Leads Constraints Contract Time, Delays, Impacts, Failure to complete work on time

St. Croix Scheduling Schedule Activities – 465 Logic Relationships – 750 Constraints – 14 Initially, 2 Afterward Critical Activities – 40, less than 10% of Project, no more than 30% per spec

Assigning Cost Accounts to Activities- Cost Loading SWIFT Codes Differentiate Subs – Multiple Entries Reporting

Schedule Updates – Earned Value Schedule Updated Monthly ◦ Purposes of CPM ◦ Coordination with Design Functional Leads ◦ Schedule Narrative Highlights Anticipated/Final Milestones Critical Coordination Activities Change in Schedule Logic ◦ Payment - Invoicing

Schedule Updates – Invoicing

Benefits of Design CPM on St. Croix Organization Communication Analysis ◦ Define deliverables in an organized format ◦ Ensure all contracted deliverables are accounted for ◦ Activities have agreed upon budget ◦ Relationship between disciplines and other parties ◦ Responsibility - activities are assigned to companies, DOT ◦ When deliverables are required logically ◦ On time – baseline comparison and float analysis ◦ On budget – Internal earned value/percent complete analysis ◦ Risk or Impact mitigation – All parties can identify and mitigate potential risks, allocate or shift resources

Consultant Contract Was it worth it? Yes • Validated Scope of Work • Consultant buy-in to the process • Truly managed schedules (Earned Revenue Mngt) • We needed this design done on time • Streamlined Payment administration – Auditing History

Where Are We At/Going? Project In Construction Phase Contractor’s build schedule in our network 1/1/13 Piloting BIM and CTD schedules 3/1/13 Select Unit Rate project Resource and Cost Loaded 3/1/13 Role and Resource Loaded of CE&I staff 6/1/14 Projects in Scoping and Design Phase Programmed Projects Role and Resource Loaded 6/30/13 All planned projects Role loaded by June 30, 2014 Taxpayer Transportation Accountability Act

Q&A? Administering Lump Sum P/T Contracts via a Cost Loaded Schedule Tom Wiener, P. E. Mn. DOT Project Controls Engineer Matt Reid, P. E. HDR Engineering, Inc.