Georgia Partnership for Transportation Quality (GPTQ)

CRC Procurement Subcommittee

Wednesday, May 7, 2014 @ 10:30am

Location – GDOT General Office - One Georgia Center, 600 W. Peachtree St, Room 409

AGENDA

I.Introductions

II.Discussion on Solicitations/Projects and Federal Funding Issues – Joe Carpenter

III.Update on Discussion on Contract Type for Sub-consultants – Treasury Young

IV.Discussion on Selection Criteria for Availability – Darlene Parker/Treasury Young

V.Discussion on New Contract Template Draft – Treasury Young

VI.Update on Consultant Performance Evaluation Task Force

VII.Update on Prequalification Manual Revision Task Force

VIII.Reports/Issuesfrom Attendees – Group

IX.Other Items - Group

X.Next Meeting – Wednesday, June 4, 2014

Availability Selection Information:

Project Commitment Table - Provide a list of ALL projects on which the proposed project manager is currently committed, to enable the Department to ascertain the project manager’s availability. Utilize a table similar to the following format with a minimum of all criteria indicated to provide the requested information:

Project Manager / PI/Project # for GDOT Projects/Name of Customer for Non-GDOT Projects / Role of PM on Project / Project Description / Current Phase of Project / Current Status of Project

Key Team Leader Project Commitment Table - Provide a table similar to the below,with a minimum of all criteria indicated, which identifies ALL projects the Key Team Leaders (refer to the Project Description in Exhibit I, specifically Section 7 for the list of Key Team Leaders for each Project) are committed on to enable the Department to ascertain the available capacity.

Key Team Leader / PI/Project # for GDOT Projects/Name of Customer for Non-GDOT Projects / Role of Key Team Leader on Project / Project Description / Current Phase of Project / Current Status of Project

Georgia Partnership for Transportation Quality (GPTQ)

CRC Procurement Subcommittee Meeting Minutes

Wednesday, April 2, 2014 from 10:30 am – 12:00 pm

Meeting Attendees: See sign-in sheet:

  1. Announcements

-Today is the last day for Tonya Jackson.

-Chad White is going to GSFIC.

-Doug has several military commitments and resources for negotiations will be stretched.

-Josh Nix is the new Admin for the Office of Audits.

  1. Discussion on Professional Services Consultant Invoices Memo

A. Treasury provided a copy of the memo for reference. Todd spearheaded this initiative. There is not a routine schedule for when the detailed invoice information will be required. It will just be on an adhoc basis.

  • Comments were made that some GDOT Project Managers have previously requested unnecessary backup information such as timesheets, expense receipts, mileage backup, etc. Robert noted that it shouldn't matter and should depend on the type of contract.
  • Albert commented that if a PM believes they need to see additional backup, then they should be required to go thru the Asst Office Head to request additional information. Albert noted that GDOT needs to see a breakout of what was done by phase and the progress report and that there should be a standardized format for the Progress Report. It was noted that the CMIS Memo should be updated to note that a Progress Report is still required.
  • Joe M. commented that one PM (external to the Office of Program Delivery) requests certified payroll information if someone's rate changes during the year. Treasury noted that this is being done at the time of contract negotiations and shouldn’t be required at other times. Albert noted that the Department will craft some better guidance for all offices on what is required. Joe C. noted that issues should be directed to Genetha.

B. William (Audits) noted that from a compliance standpoint, the Primes still need to collect the necessary information for their staff and the subs. He added that the terms of the Prime contract flows down to the sub firms.

  • Joe M. and Gary N. noted that there were some previous discussions related to hourly backup of the sub work and what is required from the subs. William commented that the sub is required to provide everything that is required for the Prime. He noted that on a cost plus fixed fee the Prime is ultimately liable for the subs.
  • Tommy noted that his firm will sometimes sign an hourly rate contract instead of a cost plus fixed fee with a sub.
  • Treasury noted that GDOT will have some internal discussions before the next meeting.

C. William noted that the requirement for audited overhead is based on $250k in contract dollars.

D. There is a GDOT CMIS Training on April 22nd. (3-4 hrs). Treasury noted that Genetha is planning.

E. GDOT was approved last week to hire a Quality Assurance and Management professional. The individual will document Procurement policies and procedures and begin to train GDOT staff and locals.

  1. Discussion on Project Team Initiation Process

A. Treasury noted that they are continuously looking for ways to speed up the procurement process. What they have found is that the biggest time item is during the negotiation process, so GDOT has been trying to focus on this area.

  • Albert noted the definitions for project scope and then a range of services to complete the scope. For example, public involvement is a range of services. Before anything is advertised the Subject Matter Experts from discipline offices will provide the area classes needed and the range of services needed to provide scope. There will also be some schedule information provided. GDOT will get more senior people involved during negotiations.
  • The Department will probably be doing more smaller size tasks to get task orders underway. Instead of just saying RW plans, the first task is to get survey underway, etc. because the Department is losing time. Prior to the negotiations, GDOT still have a scoping meeting with the consultant.
  • A suggestion was made that GDOT should provide a spreadsheet to the consultant with the tasks already inserted for the range of services for the consultant to start. Albert noted that they are trying to begin with the expanded spreadsheet that includes all of the range of services for GDOT staff to begin. Clarification of the scope and range of services is critical to make sure that the subject matter experts and the consultant are pricing the same items.
  • Albert noted that GDOT may want to consider to have the GDOT PM be an observer during Phase 2 of the process.
  • Jeff V. commented that there are a lot of variances in the assumptions related to geotechnical. Doris noted that the consultant is following the OMT.

B. Treasury noted that FHWA is emphasizing multi-task contracts. GDOT is looking at whether the Department is getting the value out of doing some of the smaller contracts or should they be looking at pulling under some of the Task Order Contracts.

  • Joe C. noted that GDOT is not going to make any excuses, but will need to work to get things done.

C. Robert noted that GDOT now has Program Managers that are overseeing projects in GDOT Districts. Albert noted that the individuals that were senior project managers are now going to become Program Managers (8 pp). They now have a team of 8-10 Project Managers that report to them. The Programs Managers will be score carded by District. Items can be escalated from a Project Manager to a Program Manager. Will also assist with training of younger staff.

D. Tommy noted that there has been some recent discussions regarding the existing spreadsheet and questioned if there was a need to pull together a Task Force to look at the latest cost estimate spreadsheet and task list?

  • Treasury noted that there have been some differences between various environmental areas.
  • Albert noted that they will need to have some internal discussions
  • One of the GDOT Negotiators commented that sometimes the spreadsheet comes back with issues in formulas, etc. Albert noted that internally GDOT is going to start putting a locked sheet out on SharePoint for the subject matter experts to complete their hours.

E. Treasury noted that the Ogeechee project has been advertised. There are some limitations on the GA Procurement Site, so GDOT is discussing internally where to store some of the information. Will begin providing the path to the GDOT download site to store the available project information.

  1. Update on Consultant Performance Evaluation Task Force

-A lot of feedback has been received.

-The Co-Chair, Ben Buchan, has left his current employer and will rely on the other consultant members to find a replacement.

-The Committee has agreed on the scoring system. It is important to have consistency of the criteria that goes into the evaluations. There are categories that would be consistent across all offices. When you get into the quality section the subject matter experts will need to come up with the actual questions. The Committee is also looking at weighting and giving different weights.

-A framework should be ready soon. If there is a huge flag them the committee will bring forward. There will be a basic manual that lays out the information and will provide to the CRC.

  1. Update on Prequalification Manual Revision Task Force

-Crochet, Doris & Eric met and recommended a table format consistent across all area classes. A suggestion is that each area class has its own page. Some samples have been provided and Treasury is going to get with Glenn to discuss and take to their reviewers for feedback. The Committee is looking at a summary table that will pull from the manual table to the summary table for use in providing direction in SOQs for when certain area classes should be used. For example, there could be a statement for certain area classes that may require the approval of the Chief Engineer before it can be used in a SOQ.

-Glenn noted that the next prequal meeting is 4/10/14.

-Albert noted that just because a firm is prequalified in a particular area class doesn't mean they know the GDOT PDP and questioned if there should be an area class for PM. Joe C. noted that GDOT may want to take this up for further discussion.

  1. Report/Issues from Attendees

-William noted if a firms fiscal year ends Dec 31st, the deadline to submit their audited information is June. The requirement is 180 days after end of the firm’s fiscal year. If the information is not submitted by the deadline, then this could hold up negotiations. If the overhead hasn't been approved, then come July there won't be an overhead rate in CMIS to allow billing.

-It was noted that Legal is not holding up a contract if everything has been done correctly.

-Albert noted that if there are any issues with PMs and you don't want to provide names then just provide feedback and the issue will be addressed globally amongst their PMs.

-Glenn B. noted that if there are issues to make sure that people are working the chain of command instead of going directly to the Commissioner. Joe C. noted that if something needs to be escalated, that is fine. The Commissioner has stressed to Department heads to engage with the consultant community.

  1. Next Meeting

The next meeting will be held on Wednesday, May 7, 2014.