Implementing Contract Manager On A Large Scale Construction Program

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Implementation of Contract Manager for the Q-Bridge Replacement Construction Program

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Implementing Contract Manager On A Large Scale Construction Program

  1. 1. Case Study: I-95 New Haven Harbor Crossing Corridor Improvement Program Implementation and Collaborative Use of Primavera Contract Manager Karl Heilmann – Parsons Brinckerhoff Melissa Stockbridge – PL Logic
  2. 2. Today’s Presentation <ul><li>Program Overview </li></ul><ul><li>Research & Development </li></ul><ul><li>Implementation </li></ul><ul><li>Setup & Maintenance </li></ul>
  3. 3. Program Overview <ul><li>Owner </li></ul><ul><ul><li>Connecticut Department of Transportation (ConnDOT) </li></ul></ul><ul><li>Location </li></ul><ul><ul><li>New Haven, CT </li></ul></ul><ul><li>Purpose </li></ul><ul><ul><li>One of the largest transportation initiatives ever undertaken by the (ConnDOT), currently estimated at $2 Billion. </li></ul></ul><ul><ul><li>Operational, safety, and capacity improvements to 7.2 miles of I-95 (Exit 46 to exit 54) </li></ul></ul><ul><ul><li>Replacement of outdated roadway & bridge infrastructure through a densely developed urban and environmentally sensitive area </li></ul></ul><ul><ul><li>Accommodation for future growth (Currently 140,000 vehicles / day which is 3x the capacity it was designed for in the 1950’s) </li></ul></ul>
  4. 4. Program Overview <ul><li>Contract A – State Street Station ($7.5M) </li></ul><ul><li>Contract B – Pearl Harbor Memorial Bridge ($525-$550M) </li></ul><ul><li>Contract B1 – Main Span Foundations & NB I-95 West Appr. ($127M) </li></ul><ul><li>Contract C1 – I-95 & Frontage Roads ($50M) </li></ul><ul><li>Contract C2 – I-95 & Woodward/Stiles ($76M) </li></ul><ul><li>Contract D – I-95 Branford ($39M) </li></ul><ul><li>Contract E – I-95/I-91/Route 34 Interchange ($525-$550M) </li></ul><ul><li>Contract E1 – Soil Preloading/Utilities ($13M) </li></ul><ul><li>Contract E2 – Route 34 Flyover Bridge ($91M) </li></ul><ul><li>Advanced Utility Contracts – UI/Buckeye & SNET/AMTRAK ($20-25M) </li></ul>BLACK - Completed GREEN - In Design ORANGE - Under Construction
  5. 5. Program Overview
  6. 6. Program Overview Opening - 1958 Main Span 118 m Once the Longest Plate Girder Span in Western Hemisphere Cost ~$16.5 Million 3 Year Schedule
  7. 7. Program Overview Proposed Bridge
  8. 8. Program Overview
  9. 9. Program Overview
  10. 10. Program Overview
  11. 11. Program Overview
  12. 12. R&D Process <ul><li>Product Research & Preferences </li></ul><ul><ul><li>Software </li></ul></ul><ul><ul><ul><li>ConnDOT established use of Primavera products </li></ul></ul></ul><ul><ul><ul><ul><li>Scheduling Specification </li></ul></ul></ul></ul><ul><ul><ul><ul><li>I-95/Rt25/Rt8 Interchange - Bridgeport, CT </li></ul></ul></ul></ul><ul><ul><ul><li>Primavera </li></ul></ul></ul><ul><ul><ul><ul><li>Contract Manager </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Prime Contract </li></ul></ul></ul></ul><ul><ul><li>Primary Purpose </li></ul></ul><ul><ul><ul><li>Document / Submittal Control (Pay Estimates, DIR’s, & Change Orders managed through ConnDOT Sitemanager) </li></ul></ul></ul><ul><ul><ul><li>Accountability & Tracking </li></ul></ul></ul><ul><ul><ul><li>Central & searchable repository </li></ul></ul></ul>
  13. 13. R&D Process <ul><li>Initial Setup Options </li></ul><ul><ul><li>In-house (Onsite Administration) </li></ul></ul><ul><ul><ul><li>Advantages </li></ul></ul></ul><ul><ul><ul><ul><li>Direct System Control </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Less cost for additional users </li></ul></ul></ul></ul><ul><ul><ul><li>Disadvantages </li></ul></ul></ul><ul><ul><ul><ul><li>Extensive equipment & equipment maintenance </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Administrative time </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Security (location and system) </li></ul></ul></ul></ul><ul><ul><ul><ul><li>No offsite backups </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Liability </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Costs </li></ul></ul></ul></ul>
  14. 14. R&D Process <ul><li>Initial Setup Options </li></ul><ul><ul><li>Outsource </li></ul></ul><ul><ul><ul><li>Advantages </li></ul></ul></ul><ul><ul><ul><ul><li>Rapid Deployment </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Reduced capitol investment in equipment & administration </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Reduced monthly costs </li></ul></ul></ul></ul><ul><ul><ul><ul><li>No management of applications, networks and servers </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Extensive security (Firewalls, anti-virus, physical location security, 24/7 monitoring) </li></ul></ul></ul></ul><ul><ul><ul><ul><li>System backup nightly / weekly & offsite storage </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Reduced liability </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Guaranteed uptime </li></ul></ul></ul></ul><ul><ul><ul><ul><li>No impact due to NHPO or PB office relocations </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Customized user interface (CAM Console) </li></ul></ul></ul></ul><ul><ul><ul><li>Disadvantages </li></ul></ul></ul><ul><ul><ul><ul><li>Third party management </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Additional users incur additional costs (purchased in 25 user blocks) </li></ul></ul></ul></ul>
  15. 15. R&D Process <ul><li>Cost Analysis – Web Hosting </li></ul><ul><ul><li>Estimated Costs (2003) based on 30 users </li></ul></ul><ul><ul><ul><li>3 Years </li></ul></ul></ul><ul><ul><ul><ul><li>In-house $226,000 vs Outsource $199,000 </li></ul></ul></ul></ul><ul><ul><ul><li>7 Years </li></ul></ul></ul><ul><ul><ul><ul><li>In-house $547,000 vs Outsource $413,000 </li></ul></ul></ul></ul><ul><ul><li>Actual Cost </li></ul></ul><ul><ul><ul><ul><li>3 Years - $226,000 with 100 users </li></ul></ul></ul></ul><ul><ul><ul><ul><li>5 Years (Through 1/2009) – $350,000 with 100 users </li></ul></ul></ul></ul><ul><ul><ul><ul><li>To date hosting costs decreased annually while number of users tripled </li></ul></ul></ul></ul><ul><ul><ul><ul><li>2009 to 2018 Estimated Cost - $600,000 </li></ul></ul></ul></ul>
  16. 16. R&D Process <ul><li>Cost Analysis – Training & Software </li></ul><ul><ul><li>Software & Licensing </li></ul></ul><ul><ul><ul><li>Contract Manager (25 Licenses) & P6 (5 Licenses) </li></ul></ul></ul><ul><ul><ul><ul><li>Initial Purchase Costs (First Year) - $50,000 </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Annual Licensing (Last 3 years) - $36,000 </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Licensing Costs / 12% annual increase </li></ul></ul></ul></ul><ul><ul><li>Training (includes template setup & tech support) </li></ul></ul><ul><ul><ul><ul><li>Costs to date - $93,000 (72% paid in first 2 years) </li></ul></ul></ul></ul><ul><ul><ul><ul><li>2006 costs were 57% less then 2004 costs </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Minimal maintenance costs </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Future costs based on start and size of project </li></ul></ul></ul></ul>
  17. 17. R&D Process <ul><li>The Team </li></ul><ul><ul><li>Parsons Brinckerhoff </li></ul></ul><ul><ul><ul><li>Overall Administration, Oversight, & Implementation </li></ul></ul></ul><ul><ul><ul><li>Helpdesk </li></ul></ul></ul><ul><ul><li>PL Logic </li></ul></ul><ul><ul><ul><li>Training & Custom Forms / Templates </li></ul></ul></ul><ul><ul><li>LoadSpring Solutions </li></ul></ul><ul><ul><ul><li>Webhost </li></ul></ul></ul><ul><ul><li>Cashman Associates </li></ul></ul><ul><ul><ul><li>Software & Licensing </li></ul></ul></ul>
  18. 18. IMPLEMENTATION <ul><li>Software Customization </li></ul><ul><ul><li>Customize for ConnDOT procedures </li></ul></ul><ul><ul><li>Determine modules used </li></ul></ul><ul><ul><li>Create & upload Forms & Reports </li></ul></ul><ul><ul><ul><li>30 Forms & Reports modified to date </li></ul></ul></ul><ul><ul><ul><li>28 Letter Templates added to date </li></ul></ul></ul><ul><ul><li>Create Admin user templates / Access Rights </li></ul></ul><ul><ul><li>Create attachment directories </li></ul></ul><ul><ul><li>Setup Alerts </li></ul></ul>
  19. 19. IMPLEMENTATION
  20. 20. IMPLEMENTATION <ul><li>Sample forms </li></ul>
  21. 21. IMPLEMENTATION <ul><li>Sample Reports </li></ul>
  22. 22. IMPLEMENTATION <ul><li>Submittals </li></ul><ul><ul><li>Submittal Procedures / Flowchart </li></ul></ul><ul><ul><li>Submittal Coordinator </li></ul></ul><ul><ul><li>Electronic Submittals </li></ul></ul><ul><li>Requests </li></ul><ul><ul><li>Requests for Information (RFI) / Design Inquiries (DI) </li></ul></ul><ul><ul><li>Requests for Change (RFC) / Design Change Request (DCR) </li></ul></ul>
  23. 23. IMPLEMENTATION <ul><li>Training </li></ul><ul><ul><li>25 onsite classes completed to date </li></ul></ul><ul><ul><li>1 Webinar training class recently completed </li></ul></ul><ul><ul><li>2 day class required for user access rights </li></ul></ul><ul><ul><li>6-10 persons per class </li></ul></ul><ul><ul><li>Training held locally </li></ul></ul><ul><ul><li>Customized for the Program </li></ul></ul>
  24. 24. IMPLEMENTATION <ul><li>Participation </li></ul><ul><ul><li>FHWA </li></ul></ul><ul><ul><li>ConnDOT </li></ul></ul><ul><ul><li>CT DEP </li></ul></ul><ul><ul><li>Program Manager </li></ul></ul><ul><ul><li>Designers </li></ul></ul><ul><ul><li>Construction Inspection and Engineering Firms </li></ul></ul><ul><ul><li>Contractors </li></ul></ul><ul><ul><ul><li>Contractually Required </li></ul></ul></ul>
  25. 25. IMPLEMENTATION <ul><li>Going Live </li></ul><ul><ul><li>Contract C1 (March 2004) </li></ul></ul><ul><ul><li>Contract E1 (November 2004) </li></ul></ul><ul><ul><li>Contract C2 (September 2005) </li></ul></ul><ul><ul><li>Contract B1 (July 2008) </li></ul></ul><ul><ul><li>Contract E2 (October 2008) </li></ul></ul><ul><ul><li>Other Related Projects Include: </li></ul></ul><ul><ul><ul><li>Program Management </li></ul></ul></ul><ul><ul><ul><li>Program Environmental Controls </li></ul></ul></ul><ul><ul><ul><li>Centralized Soil Management </li></ul></ul></ul><ul><ul><ul><li>Howard Avenue Over I-95 </li></ul></ul></ul><ul><ul><ul><li>Emergency Deck Repairs </li></ul></ul></ul><ul><ul><ul><li>Yale Boathouse / Fitch Foundry Demolition </li></ul></ul></ul><ul><ul><ul><li>Farnum Court Noise Wall </li></ul></ul></ul>
  26. 26. IMPLEMENTATION <ul><li>New Initiative - Electronic Submittals </li></ul><ul><ul><li>First Pilot Program in Connecticut </li></ul></ul><ul><ul><li>Electronic Reviews </li></ul></ul><ul><ul><li>Digital Signatures </li></ul></ul><ul><ul><li>Step-by-Step Manual </li></ul></ul>
  27. 27. IMPLEMENTATION <ul><li>User Statistics </li></ul><ul><ul><li>189 persons trained </li></ul></ul><ul><ul><ul><li>115 Active / 74 Inactive </li></ul></ul></ul><ul><ul><li>Avg. 60 Unique Cam Console Logins per Month </li></ul></ul><ul><ul><li>Avg. 50 CM Logins per business day </li></ul></ul><ul><ul><li>64% users have logged in within past 30 days </li></ul></ul><ul><ul><li>75% users have logged in within past 90 days </li></ul></ul>
  28. 28. IMPLEMENTATION <ul><li>Benefits Realized </li></ul><ul><ul><li>24 hr/day user access from any location </li></ul></ul><ul><ul><li>Real time tracking and managing of communication </li></ul></ul><ul><ul><li>Searchable database and issue logging </li></ul></ul><ul><ul><li>Email issuance of correspondence </li></ul></ul><ul><ul><li>Improved turn-around time </li></ul></ul><ul><ul><ul><li>12% of RFI’s answered the same day </li></ul></ul></ul><ul><ul><ul><li>49% of RFC’s answered in under 7 days </li></ul></ul></ul><ul><ul><li>Alerts provide a snapshot of outstanding items and responsible parties </li></ul></ul><ul><ul><li>Common file directory for file sharing </li></ul></ul>
  29. 29. IMPLEMENTATION <ul><li>Lessons Learned </li></ul><ul><ul><li>Buy-In & Process Input </li></ul></ul><ul><ul><li>User vs. Manager Training </li></ul></ul><ul><ul><li>Training Timing </li></ul></ul><ul><ul><li>Oracle vs. Sybase Database </li></ul></ul><ul><ul><li>Simplify Templates & Reports </li></ul></ul><ul><ul><li>Minimize Custom Fields </li></ul></ul>
  30. 30. MAINTENANCE <ul><li>Help Desk </li></ul><ul><ul><li>600+ Help Desk Cases to date </li></ul></ul><ul><ul><ul><li>216 Required add’l support from LoadSpring / PL Logic </li></ul></ul></ul><ul><li>Software Upgrades & Service Packs </li></ul><ul><li>New Project Setup & Training </li></ul><ul><li>Oversight </li></ul>
  31. 31. I-95 New Haven Harbor Crossing Corridor Improvement Program Implementation of Contract Manager Karl Heilmann – Parsons Brinckerhoff Melissa Stockbridge – PL Logic Presented by:

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