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Improving Project Delivery Status Report

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Improving Project Delivery Status Report

Improving Project Delivery Status Report

Board of Supervisors
Transportation Committee
February 4, 2014

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Improving Project DeliveryStatus Report Improving Project Delivery Status Report Presentation Transcript

  • County of Fairfax, Virginia Improving Project Delivery Status Report Board of Supervisors Transportation Committee February 4, 2014 Department of Transportation
  • County of Fairfax, Virginia Background • Revenues for transportation have significantly increased: – HB 2313 – Tysons Transportation Funding Plan – Secondary Road Program (funding increase beginning in 2017) • Other funding sources anticipated to continue: – C & I – Transportation Bonds • Six-year transportation project priorities approved by the Board on January 28, 2014. • Increased workload requires ongoing evaluation of ways to increase efficiency and expedite delivery of new projects. Department of Transportation 2
  • County of Fairfax, Virginia Background – Continued • VDOT staff resources limited due to expanded VDOT funding and legislative limits on number of VDOT personnel. • Project delivery will require expanded County role for both secondary and primary roadway, transit, bicycle, and pedestrian projects. • The County has been successfully delivering transportation projects. However, there are opportunities to improve the efficiency of project delivery. Department of Transportation 3
  • County of Fairfax, Virginia Background – Continued • FCDOT staff have been meeting since June 2013 to discuss ways to improve project delivery. Meetings have included other agencies, such as VDOT and DPWES. • Many ideas were suggested by staff. Some can likely be addressed in the short-term, and some are already underway. • Others require longer-term coordination, particularly those involving outside agencies such as VDOT and DPWES. Department of Transportation 4
  • County of Fairfax, Virginia Anticipated Timeframe  Suggested ideas were broken into the following timeframes: • Actions Underway, and Short-term Recommendations: – Could be implemented within 12 months. • Mid-Term Recommendations: – Could be implemented over next 2 to 3 years. Changes involve staff efforts, policy decisions, and outside agency cooperation. • Longer-Term Recommendations: – Could be implemented over next 3 to 5. Changes involve staff, policy decisions, legislative changes, and outside agency cooperation. Department of Transportation 5
  • County of Fairfax, Virginia Major Themes  In addition, suggested ideas were divided into the following categories: • Improve project budgeting and scheduling process. • Identify project issues early. • Improve communication. • Expand staff capabilities. Department of Transportation 6
  • County of Fairfax, Virginia Improve Budgeting and Scheduling  Project budgets and estimates must occasionally be modified due to unforeseen issues and project complexities which can be time consuming. Actions Recommended: Programming • Clarify and formalize staff procedures and responsibilities for appropriating funds. • Prioritize and program individual projects within anticipated 6-year funding stream. Recognize funding source and associated requirements. – FY 2014-2020 Cash Flow program in development. • Investigate ways to reduce steps in the approval process. Department of Transportation 7
  • County of Fairfax, Virginia Improve Budgeting and Scheduling - Continued Actions Recommended: Project Level • Improve accuracy of project cost estimates and develop realistic schedules. − Fully scope and analyze benefits and impacts of projects prior to proceeding with project adoption/selection and implementation. • Work with outside agencies, such as VDOT to expedite plan review time for internal and external agencies. • Expand countywide permit tools with VDOT. • Streamline agreements with external agencies. – Funding agreement with NVTA approved by the Board on January 28, 2014. – Development of ‘annual’ Request to Administer (RTA) agreements with VDOT is underway. Department of Transportation 8
  • County of Fairfax, Virginia Identify Project Issues Early  Unforeseen issues can delay projects. Actions Recommended: • Develop conceptual plans sufficient to ensure the project: – Addresses utility, right-of-way, and environmental issues. – Project scope is acceptable to the community. Actions Underway: • Improve project scoping and field review process. • Identify utilities, right-of-way, and environmental issues earlier through a more detailed and expanded scoping process. • Coordinate with VDOT and other agencies earlier. • Create Project Checklists. • Create GIS layer for pending projects. Department of Transportation 9
  • County of Fairfax, Virginia Identify Project Issues Early – Continued Other Recommendations (mid-term): • Identify legislative changes that would enhance project delivery. Department of Transportation 10
  • County of Fairfax, Virginia Expand Staff Capabilities  Project implementation technics and methods are complex and continue to evolve. Actions Underway and Short-Term Recommendations: • Provide Additional Training on: – Project Implementation and Scheduling – Contracting/Procurement – Technical Software – Environmental Issues/Regulations – Right-of-Way Impacts and Acquisition – Proffer Research and Allocation • Formally document consistent implementation procedures from procurement to construction. Department of Transportation 11
  • County of Fairfax, Virginia Expand Staff Capabilities – Continued • Expand availability of technical and project management software. • Strengthen design-build capabilities with new position approved by the Board in FY 2014. • Inventory of in-house expertise was completed. Other Recommendations (mid-term): • Formalize mentoring program for junior engineers to assist senior staff on complex projects to build their professional experience. • Develop standardized procedural documentation to provide consistent training and project delivery. • Hire project managers with areas of special technical expertise. • Better align right-of-way and construction management efforts with programming and design activities. Department of Transportation 12
  • County of Fairfax, Virginia Improve Communication  Effective communication between multiple disciplines, divisions, and outside agencies is critical to efficient project delivery. Actions Underway and Short-Term Recommendations: • Expand project specific scoping meetings, and the participating agencies. • Formalize project delivery teams. • Improve productivity of meetings by: – Formalizing team meetings at appropriate plan review stages. – Ensure that staff represented at meetings have authority to make decisions, and ensure follow up on action items. Department of Transportation 13
  • County of Fairfax, Virginia Improve Communication Other Recommendations (mid-term) • Continue to work with VDOT and DPWES to resolve project delivery issues. • Create integrated system on GIS layer for data, such as traffic counts, proffers, VDOT permits, and environmental issues. Department of Transportation 14
  • County of Fairfax, Virginia Other Alternative Delivery Methods • Investigation of other alternative project delivery methods could include: – Use of specialized or imbedded consultants. – Work with VDOT to reinstall the ‘state construction forces.’ – Use of land developers to implement certain projects. – Public-private partnerships. – Investigate other out-of-the box solutions. Department of Transportation 15
  • County of Fairfax, Virginia Monitoring and Reporting  Establish a baseline for monitoring and reporting on the improved efficiency of project delivery. Actions Identified: • Develop measures to assess efficiency of project delivery, e.g., percent on-time, within budget, etc. • Provide periodic progress updates to the Board Transportation Committee. Department of Transportation 16