1. WORK PROGRAM UPDATE CYCLE PROGRAM MANAGEMENT District 4 Secretary – Gerry O’Reilly, P.E. March 3, 2016

2. PASS SCORES

4. 2016 LRE KICKOFF WORK PROGRAM Presented by MICHAEL LUCERO March 3, 2016

5. WP Discussion Topics Status of FY 2017-21 Tentative Work Program FY 2018-FY2022 TWP Development Overview Roll Forward/Unexecuted Agreements Project Sequencing

6. Status of FY17-21 TWP Legislative Session  Convenes January 12 to March 11  $9.9B FY17 statewide FDOT, over $43B 5-years FY2017 March Construction and R/W Estimate Updates  LRE/Trns*port due to final plans by March 11, 2016 FAST Act  Fixing America’s Surface Transportation  5-year bill

7. FY 2018-22 TWP Development MARCH 2016 Work Program/LRE Kick-off meeting LRE opens for project updating FY2018-2022 Process begins for new TWP for FY2018–2022  Evaluate Bridges  Conduct pavement condition survey for resurfacing  Establish multimodal candidates  Develop Traffic Operations and Safety projects APRIL 2016 PM commit to project letting months (Lockdown of FY17, 2018 and 2019)

8. FY 2017-21 TWP Development Tentative Meeting Dates for Lockdown SECTIONDAYDATETIME Program Mgmt. LAP onlyTuesday4/5/20168:30-9:30 Program Mgmt. (Final Plans, Program Services)Tuesday4/5/20169:30-10:30 Traffic OperationsTuesday4/5/201610:30-12 Drainage, Structures, Utilities & Survey & MappingTuesday4/5/20161:30-3:30 In house Sections 1, 2, 3 & Traffic Design & LandscapeTuesday4/5/20163:30-5 Maintenance, Bridge Inspection & Materials LABWednesday4/6/20168:30-9:30 Section 4/Olson & Rob Bostian (95/75)Wednesday4/6/201612-Oct Section 5/WallaceWednesday4/6/20161:30-3 Section 6/OaikhenaWednesday4/6/20163:30-5 PLEMOThursday4/7/20168:30-10 Right of WayThursday4/7/201610:30-12 ConstructionThursday4/7/20161:30-3

9. FY 2018-22 TWP Development MAY 2016 Work Program/Project Manager Meetings begin  Focus Area: Project descriptions and extra descriptions PM Coordination with Support Offices Appropriate Funding Levels APP Possibilities JUNE 2016 Complete Work Program/Project Manager meetings All LRE due to Work Program from Final Plans

10. FY 2018-22 TWP Development Work Program Project Manager Meeting

11. FY 2018-22 TWP Development JULY 2016 Secretary Adopts Work Program FY 2017-2021 Gaming Opens on July 7 for TWP FY2018 – FY2022 SEPTEMBER 2016 Fund allocation distributed to Districts OCTOBER 2016 MPO/TPO Priorities due to FDOT MPO/TPO Priorities due to FDOT

12. FY 2018-22 TWP Development NOVEMBER – DECEMBER 2016 Present the TWP to the Public and MPOs Present the TWP to the Public and MPOs Schedules are discovered and adjusted Schedules are discovered and adjusted PMs meet with the Transportation Development Director to commit to letting dates PMs meet with the Transportation Development Director to commit to letting dates JANUARY 2017 Gaming closes on January 4, 2017 Gaming closes on January 4, 2017

13. Roll Forward What is Roll Forward? Any funding programmed in current year that will not be encumbered/committed by the beginning of June.  example: new agreements, supplemental, task work order Reason for Roll Forward:  Agreements not executed prior to the beginning of June  Right-of-way land not purchased  Bid rejections/protests on PSU/CSU projects not allowing for encumbrance by the end of June  Contingency being maintained for: estimate increases, supplemental agreements, cost overruns, claims & litigation, etc.

14. Roll Forward CATEGORYFY16 PROGRAMMEDFY16 COMMITTEDFY16 REMAINDER SM COUNTY OUTREACH PROGRAM4,958,783887,2274,071,556 COUNTY TRANSPORTATION PROGRAMS22,206,1131,484,84220,721,271 TRANSP PLANNING CONSULT7,567,0536,846,360720,693 HIGHWAY MAINTENANCE CONTR64,689,44460,634,1834,055,261 INTRASTATE HIGHWAY CONSTR344,611,416266,190,59978,420,817 ARTERIAL HIGHWAY CONSTR61,314,78411,256,64350,058,141 CONSTRUCT INSPECT CONSULT79,611,15839,479,35340,131,805 AVIATION DEV/GRANTS40,179,71029,862,23710,317,473 PUBLIC TRANSIT DEV/GRANTS40,408,13231,994,1008,414,032 RIGHT-OF-WAY LAND ACQ61,327,84232,746,45628,581,386 SEAPORT GRANTS12,612,88011,759,500853,380 HIWAY SAFETY CONSTR/GRANTS6,207,6932,144,7844,062,909 RESURFACING48,701,49327,630,86121,070,632 BRIDGE CONSTRUCTION106,759,51394,801,70911,957,804 RAIL DEVELOPMENT/GRANTS31,489,6652,403,13929,086,526 INTERMODAL DEVELOPMENT/GRANTS1,780,0011,780,0001 PRELIMINARY ENGR CONSULT98,242,94946,243,64351,999,306 HWY BEAUTIFICATION GRANTS201,2550 RIGHT-OF-WAY SUPPORT10,546,6934,944,1595,602,534 TRANSPORT PLANNING GRANTS6,291,8935,947,981343,912 BRIDGE INSPECTION186,3710 ECON DEV/TRANSP PROJECTS1,506,0000 TRAFFIC ENGR CONSULTANTS36,305,44728,318,9627,986,485 DISTRICT 4 TOTAL (2/29/16)1,087,706,288707,356,738380,349,550

15. Unexecuted Agreement Report What is Unexecuted Agreement Report? A report identifying Supplemental Agreements/Work Orders that have been encumbered however, the agreements have not yet been executed in FLAIR (Status 10). A report identifying Supplemental Agreements/Work Orders that have been encumbered however, the agreements have not yet been executed in FLAIR (Status 10). Key Facts:  Agreements must be executed by early June to avoid having the encumbrance cancelled at year end.  Agreements not executed by early June, will be un-encumber and must be re-encumbered the following Fiscal Year.  Affects both budget and roll forward.  The Report is Aged to indicate how long the SA’s have been encumbered but not fully executed.

16. Project Sequencing Various Work Types Need to be separated in the LRE Requires separation and entry of pay items by sequence when more than one work type exists for: WORK TYPEPROGRAM NO. Roadway 02 Bridge Replacement 03 Bridge Rehabilitation 04 Resurfacing 05 Safety 06 Separate pay items that are funded with Local Funds

17. Project Sequencing

18. Under the description field, please indicate the work type and which financial project sequence to program. Project Sequencing

19. Project Sequencing (cont.) 428719-1-52-01 Resurfacing -02 Safety

20. Project Sequencing (cont.) 428719-1-52-01 Resurfacing -02 Safety

21. Q U E S T I O N S ?

22. 2016 LRE KICKOFF FINAL PLANS Presented by Mark J. Madgar March 3, 2016

23. Final Plans LRE Guidelines Submittal Process Project Unknowns The New Timeline

24. Introduction 1.System Access 2.LRE versus Trns*port 3.Items to Verify 4.Landscaping 5.Special Features 6.Summary

25. 1. System Access The FDOT PM will contact OIT for the following:  For the Creation, Modification or Termination of a Security Profile.  For a revoked and/ or expired User-ID.  For a revoked and/ or expired Password.  For transferring an account from district to district.

26. System Access - continued CONTACT the FDOT Project Manager:  When a user needs to be created in the LRE System only. TRNS*PORT access is provided by Tallahassee.  When a user needs to be added or removed from Projects and/or Versions.  When a user needs to be re-assigned from one Project or Version to another. *PROJECT MANAGER WILL CONTACT FINAL PLANS* *PROJECT MANAGER WILL CONTACT FINAL PLANS*

27. 2. LRE versus Trns*port LRE  produce budget estimates for the 5-Yr Work Program.  The primary tool used to produce budget estimates for the 5-Yr Work Program.   Is used before final design quantities are available.   Is typically used from the PD&E phase to the Biddability phase.Trns*port   Is used for the Plans, Specs and Estimates package and Bidding Proposal.   Normally be used after the Biddability Phase.   If your project is either a Lump Sum or Design Build, you will need to load the itemized pay items into a secondary TRNS*PORT. The TRNS*PORT will be created as either xxxxxx-x-52- 0xLS or xxxxxx-x-52-0xDB respectively. Note: If your project is near the transition into the Biddability Phase, the PM should use the estimate (LRE or Trns*port) which reflects the current approved scope and project cost at the time of Submittal.

28. 3. Items to Verify  The project information in the LRE Header shall match the FM System, i.e.- Project Manager, Letting Date, Project Length, etc. If different, check with Work Program to correct.  The LRE or Trns*port shall not contain Obsolete Pay Items.

29. Items to Verify - continued For projects that contain multiple Sequences and/ or Programs in FM, a separate sequence in the LRE shall be used to reflect each one. There are many Program Types, but the most common ones to keep a look out for are: 02- Roadway, 03 – Bridge Replacement, 04 – Bridge Rehabilitation, 05 – Resurfacing, 06 – Safety and 29 – Rail. Multiple Sequences & Programs: Multiple Sequences & Programs:

30. Items to Verify - continued TIP/ STIP - Last Minute Cost Adjustments: If project is Federally Funded. If project is Federally Funded. If project cost increases in excess of $2 Million AND 20%, a TIP/ STIP needs to be processed. If project cost increases in excess of $2 Million AND 20%, a TIP/ STIP needs to be processed. It may take 3 months or longer to process which may cause the project to miss the letting. It may take 3 months or longer to process which may cause the project to miss the letting.

31. Items to Verify - continued  Use of EX-Items. -Use only when a pay item does not exist for an activity. -Do not enter as a Lump Sum, Per/ Mile cost or Design Fees for DB. -If trying to use for an already used X-Item, include the quantity in the existing X-Item and describe both quantities in the “Comment Field”.

32. Items to Verify - continued  Asphalt Adjustments correctly entered: -Calculate Asphalt Adjustments as SP=5% & FC=5%. -Load adjustments into each Sequence that contains asphalt and use the comment field to describe.  Do not include additional Adjustments / Contingencies for items such as: - MOT Items - MOT Items - Earthwork -Wetland Mitigation -Contamination, etc.  Use the proper percentages: -MOB shall be 8%. -MOT shall be 10%. -Partnering: include if project duration > 1yr OR project cost > $2 Million. (Use 2 DA @ $3,000/ DA) -Disputes Review Board: include if project cost > $15 Million. (Use 1 DA / Month for duration of project)  OFF SYSTEM ROADWAYS: DO NOT include Mowing and Litter Removal pay items on off-system roadways.

33. 4. Landscaping Two types of Landscaping projects: Dependant, Stand-Alone Landscaping Project: -Associated with a Roadway Construction project. -Programmed in the year that the Roadway Construction project is anticipated for completion. Coordination on who will be responsible for the establishment and maintenance of the installed landscaping… District Maintenance or Local Agency (MMOA required for the latter) needs to happen. (Joint Memo Landscape dated February 13, 2015) Independent, Stand-Alone Landscaping Project: -Not associated with a Roadway Construction project. -Programmed in the year that the Landscaping project is ready for production. The FDOT PM will need to coordinate with both the District Landscape Architect and Work Program to make sure that the project not only complies with both the Department Environmental and Highway Beautification Policies, but also complies with the funding guidelines as well. (E & O Memo 13-1: Knowledge Base> Prgm Management)

34. Landscaping – cont.

35. 5. Special Features   Copying a LRE Version: Allows the PM or consultant to continue to prepare the project, or prepare multiple alternatives, for its scheduled phase submittals outside of the Work Program Cycle.

36. Special Features – continued  Run the “Obsolete Pay Item Report” to check for obsolete items in the LRE.

37. Special Features - continued   Use the “Find and Replace” function to help in replacing obsolete pay items in the LRE.

38. Special Features - continued  Run the “Project Edit Report” to check for obsolete items in the Trns*port.

39. Project Edit Report – cont.

40. 6. Summary  For new accounts or re-setting existing accounts, have the FDOT PM contact OIT to correct any security profile issues. FDOT PM to contact Final Plans for project specific access.  Most data errors we see relate to inconsistencies between the LRE and the Project Scope History.  Remember to use separate sequences when appropriate… i.e.- Local Funds or Safety.  Minimize the use of EX-Items.  Refer to the LRE Guidelines for the proper adjustment values, and do not add miscellaneous adjustments / contingencies to your project. (Knowledge Base>Prgm Mngt>Final Plans>Estimates)  Refer to the LRE Guidelines for the proper values for MOT, MOB and Non-Bid Pay Items.  Remember to check the Knowledge Base to see how you should be handling the Landscaping Construction. (Knowledge Base>Prgm Mngt>Engineering & Operations Memo 13-1 and Joint Memo Landscape February 13, 2015)

41. Summary - continued   Use the Special Features, “Copy Version”, “Obsolete Pay Item Report”, “Find & Replace” and “Project Edit Report” to simplify your work.   Remember to use the LRE Checklist. Final Plans website   If you have any questions pertaining to the LRE reviews, please contact one of the following people: Mark J. Madgarx-4613 Ali Rastaghx-4413 Consultantx-4586 Nadir Rodriguesx-4385

42. LRE Submittals ChecklistGuidelines Submitting an LRE

43. LRE Submittal Overview How to Submit –Electronic Submittals

44. Electronic Requirements to Submit LRE Checklist – Completed (found in Final Plans Website.) LRE R3 Report of Primary Version. Approved Scope in PSEE. Risk Summary & Register (only if including Project Risk). The above items need to be submitted as attached documents through the PSEE WPUC.

45. Electronic Submittal Process Step 1:

46. Electronic Submittal – cont. Step 1 Alternate:

47. Electronic Submittal – cont. Step 2:

48. Electronic Submittal – cont. Step 3:

49. Electronic Submittal – cont. Step 4: Select “Yes”

50. Electronic Submittal – cont. Select both workflows: “Front/Back” “WPA Completion” Type new Phase 52 Total Type Fiscal Year Type Phase 52 description here (primary or version #) Click “Add Document”, but “Save” first (then save again)

51. Electronic Submittal – cont. Step 5: Or select “Submit” Click to edit what you just did in Phase 52 Click other radio buttons to add package components

52. Project Unknowns Risk Meet Meet

53. Why Project Cost Risks? Why not keep the old way? A way to quantitatively determine project unknowns – requires justification. The objective is not to reduce the unknown dollar amounts, but justify why we need them.

55. Project Unknowns/Contingencies Funded & Unfunded Projects –Project Unknown % Factor in LRE not used –EX-Item labeled “Project Risks/Unknowns” used Exact dollar value entered, no percent factor. -Risk Summary & Register (Backup) Spreadsheet found on Knowledge Base –Program Management -> Final Plans -> Estimates “Guide to Including Project Risks/Unknowns in LRE” “Guide to Including Project Risks/Unknowns in LRE”

56. Documentation = Project Risks Identified Risk Register

57. Completing Risk Register 1.Identify Risks 2.Determine probability of each risk occurring (Guidance given in spreadsheet.) 3.Threat or Opportunity? 4.Calculate minimum dollar impact 5.Calculate maximum dollar impact 6.Calculate most likely dollar impact

58. How to Calculate $ value for Risks Designer determines quantities $ value = Quantity X Unit Price $ value = Quantity X Unit Price Determining Unit Price Option 1 – Find value at State Estimates historical cost website. http://www.dot.state.fl.us/programmanagement/Estimates/HistoricalCostI nformation/HistoricalCost.shtm

59. Finding Historical Cost on Website 1 st Choice – Find 12 month moving Area (11 & 12) Average for pay item. 2 nd Choice – Find annual statewide average for pay item.

60. NEW PROGRAM MANAGEMENT OFFICE WEBSITE

63. Where to load Project Risks/ Unknowns? 1.EX-Item loaded into sequence 1 of the LRE labeled: “Project Risks/Unknowns” “Project Risks/Unknowns” - Enter the value from the Risk Register in the EX-Item.

64. Identified Risk ≠ Major Scope Unknowns (According to Final Plans) Major scope unknown = Separate LRE Most likely scope/LRE submitted –Example: PD&E Alternate Alignments

65. How can I get more information? Knowledge Base –“Guide to Including Project Risks/Unknowns in LRE” Location: Program Management->Final Plans-> Estimates – Also for reference - This presentation! “2016 Work Program/LRE Kickoff Presentation” “2016 Work Program/LRE Kickoff Presentation” Location: Root directory of Knowledge Base

66. LRE Due Dates – 2016 Update Year Adopted (2016-2017) March 11, 2016 FY2020-2021 April 8, 2016 FY2019-2020 April 22, 2016 FY2018-2019May 6, 2016 FY2017-2018May 20, 2016 Unfunded/OthersJune 10, 2016 FY2022 (Candidates)June 10, 2016

67. What questions do you have? THANK YOU!