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Presentation on theme: "2014 WORK PROGRAM LRE KICKOFF"— Presentation transcript:


2 Work Program State of the Work Program Work Program Cycle Overview
FY TWP Development Roll Forward Unexecuted Supplemental Agreements Project Sequencing FY 2015 Realignment

3 Revenue vs. Commitment Impacts
Time Frame Revenue Impact Commitment Impact Fiscal Year 2006/07 ($372) M ($564) M Fiscal Year 2007/08 ($2,117) M ($3,284) M Fiscal Year 2008/09 ($3,871) M ($5,628) M Fiscal Year 2009/10 ($25) M ($505) M Fiscal Year 2010/11 ($729) M ($716) M Fiscal Year 2011/12 ($1,282) M ($1,006) M Fiscal Year 2012/13 $113 M  $1,277 M  Fiscal Year 2013/14: August 2013 ($14) M ($16) M August 2013 (GM) $239 M $358 M September 2013 – Increased Allocation $0 M $1,200 M December 2013 $196 M $297 M December 2013 (GM) $109 M $139 M Total ($7,753) M ($8,448) M

4 Work Program Cycle Overview
JANUARY, 2014 Central Office TWP Reviews MARCH, 2014 Work Program/LRE Kick-off meeting LRE system opens for project updating Process begins for new TWP for 2016 – 2020 Evaluate Bridges Conduct pavement condition survey for RRR Establish multimodal candidates Develop Traffic Operations and Safety projects Revenue Estimating Conference APRIL, 2014 PM commit to project letting months (Lockdown of FY 2015, 2016 and 2017)

5 Lockdown Schedule

6 Work Program Cycle Overview (cont’d.)
May 5 thru 7, 2014 Work Program Realignment: Update FY2015 LREs in FM (LREs due to FP on April 18) JUNE, 2014 PM Work Program Review meetings begin All LREs due to Work Program

7 Work Program Cycle Overview (cont’d.)
JULY, 2014 Secretary adopts the FY Work Program Gaming Opens for FY Complete PM Work Program Review meetings Run Variance Report for MPO/TPOs OCTOBER, 2014 MPO Priorities due to FDOT NOVEMBER – DECEMBER, 2014 Present the TWP to the Public and MPOs Schedules are discovered and adjusted PMs meet with the Transportation Development Director to commit to letting dates JANUARY, 2014 Gaming closes for the FY TWP

8 FY 2016 – 2020 TWP DEVELOPMENT


10 Roll Forward Overview What is roll forward?
Project phases programmed in current year that will not be encumbered/committed by the beginning of June. …new agreements, supplementals, row land Reasons for project roll forward include: 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 Fuel & Bituminous Adjustments, etc.

11 Current Roll Forward Totals

12 Unexecuted Supplemental Agreements
What is it? A report identifying Supplemental Agreements/Work Orders that have been encumbered however, the agreements have not yet been executed in FLAIR (Status 10). This is a tool to assist you in ensuring Supplemental Agreements/ Work Orders are executed in a timely manner. 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.

13 Unexecuted Supplemental Agreements
The Report is Aged to indicate how long the SA’s have been encumbered but not fully executed. Less than 30 days 30-60 days 60-90 days days Over 120 days

14 Current Unexecuted SA Totals

15 Current Unexecuted SA Totals

16 Current Unexecuted SA Totals

17 Current Unexecuted SA Totals

18 Project Sequencing A sequence is the last two digits of the 11 digit FM i.e.,

19 Project Sequencing cont’d.
Needed for Local Funds More than 1 program number on an phase 52-01: Roadway (program 02) 52-02: Bridge Replacement (program 03) 52-02: Bridge Rehabilitation (program 04) 52-03: Resurfacing (program 05) 52-04: Safety (program 06)

20 Project Sequencing cont’d.
Needs to be separated in the LRE Requires separation and entry of pay items by sequence Assists in the close-out process

21 FY 2015 Realignment Realignment of Construction and R/W Estimates during May 5 thru 7 2nd Year Opportunity TIP/STIPs may be warranted Processing up to 3 months

22 FY 2015 Realignment TIP/STIP Amendment Threshold
Project adjustments exceed $2M and 20% Adding new federalized project phases Advancing a federally funded phase (from outside the 4 year window) Major change in scope and/or project limits Project deletions

23 Remember… Adhere to all
Tentative Work Program development dates LRE due dates Project Manager Work Program review dates Request new projects or changes to existing projects through the Work Program Change Request system

24 Q U E S T I O N S ?

25 2014 LRE KICKOFF FINAL PLANS Presented by Nadir Rodrigues and
Mark Madgar

26 Final Plans LRE Guidelines Submittal Process Project Unknowns
The New Timeline

27 Who to call for System Access issues? LRE versus Trns*port
Introduction Who to call for System Access issues? LRE versus Trns*port Items to Verify Landscaping Reminders Summary

28 2. Who to Call for System Access issues?
CONTACT OIS: For the creation, deletion or modification 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.

29 Who to Contact for System Access issue
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

30 3. LRE versus Trns*port LRE Trns*port
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.

31 4. 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.

32 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 to keep a look out for are: 02- Roadway, 03 – Bridge Replacement, 04 – Bridge Rehabilitation, 05 – Resurfacing, 06 – Safety and 29 – Rail. Multiple Sequences: Multiple Sequences & Programs:

33 Items to Verify - continued
TIP/ STIP - Last Minute Cost Adjustments: If project is Federally Funded. 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.

34 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”.

35 Items to Verify - continued
Asphalt Contingencies correctly entered: -Calculate Asphalt Contingencies as SP=10% & FC=5%. -Load contingencies into each Sequence that contains asphalt and use the comment field to describe. Do not include additional contingencies for items such as: -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 $3,000/ DA) -Disputes Review Board: include if project cost > $15 Million. (Use 1DA / Month for duration of project)

36 Items to Verify – continued
If project is a Design Build, the LRE shall show the project as a Design Build, and the Design Fees shall not be included in a component of the LRE. The Design Build % is a range that is chosen by the DOT PM.

37 5. Landscaping Requirements & Implementation effective 7/1/2013:
All Landscaping projects will be set up as Stand-Alone projects separate from the Roadway Construction project except for the following scenarios. The Landscaping Cost < $100,000 or 10% of the Construction Cost, whichever is lower. The Landscaping is for the purpose of Screening. The Landscaping is a component of a Local Agency (LAP) construction project. The Landscaping is a component of a project off the State Highway System but not a LAP project. If one of the above scenarios is met, the Landscaping will be loaded into the LRE/ TRNS*PORT as usual using the current methods of payment found in the BOE, Estimates Bulletins and Specifications.

38 Landscaping – cont. 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. 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)

39 Landscaping – cont.

40 6. Reminders 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.

41 Reminders – continued Run the “Obsolete Pay Item Report” to check for obsolete items in the LRE. Select “Estimates” tab; then “Reports” tab; then “R33”.

42 Reminders - continued Use the “Find and Replace” function to help in replacing obsolete pay items in the LRE. Select “Replace”; Find pay item with Asterisk (*); Find new pay item in drop-down; Reset to Default Price; Click “Save”.

43 Reminders - continued Run the “Project Edit Report” to check for obsolete items in the Trns*port.

44 Reminders - continued “Rejection Rule”:
A LRE may be rejected if the difference in scope of the LRE and Scope History is greater than $50,000 or greater than 1% of the total construction cost.  (Larger of the two applies) **The Project LRE and Project Scope History shall match.**

45 7. Summary For new accounts or re-setting existing accounts, have the FDOT PM contact OIS 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. Minimize the use of EX-Items. Refer to the LRE Guidelines for the proper contingency values, and do not add miscellaneous 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)

46 Summary - continued Remember to correctly identify in the LRE whether your project is a Design Build project. 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. (Knowledge Base>Prog Mgt>FP>Estimates>LRE Checklist) If you have any questions pertaining to the LRE reviews, please contact one of the following people: Mark J. Madgar x4613 Ali Rastagh x4413 Luis Barrios x4329 Raul Andujar x4691 Nadir Rodrigues x4385

47 LRE Submittals What LREs to submit LRE status Submitting an LRE
New Requirements

48 What projects need an LRE submittal
LRE Submittal Checklist, Report and Statuses

49 LRE Submittal Overview
How to Submit Hard Copy Submittals

50 Hard Copy Requirements to Submit
LRE Checklist – Completed (found on Knowledge Base & Final Plans Website.) LRE R3 Report of Primary Version. Approved Scope. Risk Summary & Register (only if including Project Risk). The above items need to be submitted to Graham Oliver in Final Plans.

51 Project Unknowns Risk Meet

52 Why Project Cost Risks? Why not keep the old way?
A way to quantitatively determine project unknowns – requires justification.

53 Are we trying to reduce unknown $ amounts?
The objective is not to reduce the unknown dollar amounts, but justify why we need them.

54 What your unknowns could have built
Recent projects $100 million w/ 20% unknown – do you know what you can build with that? SR 70 – 6 miles of complete 4 lane divided highway reconstruction and canal construction. ($17 million) I-95 – 4 miles of 4 to 8 lane reconstruction, interchange improvements, and 2 bridges widened. ($18 million) US-1 – Replace 4 bridges ($11.6 million) I miles of additional lanes, interchange improvements, bridge widening and noise walls. ($12 million)


56 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”

57 Documentation = Project Risks Identified
Risk Register

58 Completing Risk Register
Identify Risks Determine probability of each risk occurring (Guidance given in spreadsheet.) Threat or Opportunity? Calculate minimum dollar impact Calculate maximum dollar impact Calculate most likely dollar impact

59 How to Calculate $ value for Risks
Designer determines quantities $ value = Quantity X Unit Price Determining Unit Price Option 1 – Find value at State Estimates historical cost website. Option 2 – Ask Final Plans (Mark Madgar / Ali Rastagh)

60 Jose Theiler and Tim Brock are also available for any mentoring through this process and if a training class is necessary please contact them (the Risk Team)

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


63 Identified Risk ≠ Major Scope Unknowns (According to Final Plans)
Major scope unknown = Separate LRE Most likely scope/LRE submitted Example: PD&E Alternate Alignments Separate LRE means separate version of the LRE, not a separate FPID number.

64 Quantity Calculations = No Fluff
Example 1: In the past Not sure if we’re putting down 2” or 3” of asphalt. It’s probably 2”, but I’m going to account for 3” just so we don’t go over budget. Now Account for 2” of asphalt in the LRE since that is the most likely scenario. An extra 1” of asphalt will be considered in the project risk.

65 Quantity Calculations = No Fluff
Example 2: In the past Not sure of the exact earthwork quantities because you have yet to get a survey, so you overestimate to the worse case scenario. Now You put the most likely scenario in your LRE. You then include as a risk what the quantity would be in a worse case OR best case scenario.

66 Removing Risks/Unknowns
Example 2 continued: - The following year survey is complete and cross sections done Risk comes off of the risk register since the earthwork amount is now known. Quantity in LRE is updated with the known quantity.

67 Quantity Calculations = No Fluff
Example 3: In the past You’re pretty sure there’s muck on the job, because you have soil borings from a previous job in the area, but don’t know how much, so your LRE shows muck removal throughout the entire project limits. Now You put the most likely scenario in your LRE. You then include as a risk what the quantity would be in a worse case OR best case scenario.

68 Removing Risks/Unknowns
Example 3 continued The following year you order soil borings throughout the project limits. Risk comes off of the risk register since the limits of muck is now known. If you are still unsure of the exact limits, you could keep the item as a risk, but it would be modified to reflect what you do know. Quantity in LRE is updated with the known quantities.

69 What about Asphalt Contingencies?
Include asphalt contingencies per the current LRE Guidelines if project is not a streamline contract. Do not include Asphalt contingency if project is a streamline project.

70 Any project that meets both of the following criteria:
Streamline Project Any project that meets both of the following criteria: Contains less than 2,000 tons of total asphalt. Total project cost is less than $2 million Present Day Cost (PDC). Streamline projects – All pay items become plan quantity. (No field adjustments allowed.)

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

72 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! “2014 Work Program/LRE Kickoff Presentation” Location: Root directory of Knowledge Base

73 LRE Due Dates – 2014/2015 Update Year
Adopted ( ) April 18 FY April 25 FY May 2 FY May 16 FY May 30 Unfunded/Others June 13 FY June 13

74 What questions do you have?

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