Training Overview for PES and CES Systems in Project Estimating and Management

1. PES & CES Training Tyrone Ware FDOT Specifications & Estimates Office Estimating Systems Support Section

2. Outline of Training • Trns•port Modules • Roles and Control Groups • Steps in Creating and Estimating Projects and Proposals • Project Review • Creating an Addendum after Advertisement • Re-letting Rejected Bids / No Bids Received Other topics / questions you wish to cover?

3. Trns•port Modules • LAS • Project Data and Pre-Letting Estimate Storage • Advertising, Bid Letting, and Award Processes • Construction Processes • CES • Designer Interface • PES • SiteManager • Temporary location for pricing projects and proposals

4. Trns•port Modules • PES (Proposal and Estimates System) – Preconstruction project data storage module • PES contains: • Project and Proposal definitions (description, contract time, work type, etc.) • Estimate • Pay items and quantities, usually from the Designer Interface • Unit Prices • Other PES functions: • Revisions, prior to advertisement • Addendums, after advertisement

5. Trns•port Modules • CES (Cost Estimating System) – Pricing module • CES contains libraries for historical pricing, based on: • Time period (6, 12, 18 month and 3 years history) • All Bidders or Awarded Only • Contract time (>729 days) • Libraries give customized pricing through regressions and averages

6. Security: Roles and Control Groups

7. Security: Roles and Control Groups • Security Coordinator’s Duties: • Provide users with system access to PES, CES, and Designer Interface • Request “confidential” access for District users • Ensure appropriate access has been given and that unauthorized users do not have access to the system (assigning of Roles). • District Estimates Staff Duties: • Provide users with project/proposal access at appropriate times in the work flow.

8. Security: Roles and Control Groups • Roles –Users will be assigned a role(s) according to their areas of responsibility, primarily: • Designer (for Designer Interface) • Estimator (for contract building and pricing)

9. Security: Roles and Control Groups • Control Groups –Used to determine who will have access to a project/proposal at given times in the work flow. • Projects are assigned a control group (for example CD07): • C=Construction (as opposed to M=Maintenance) • D=District project (project control resides in the District) • 07 = Managing District Number • Design firms are assigned a staff code (for example, V777) • The design firm’s staff code is appended at appropriate times when they need access to the project (for example, CD07V777) • Design firm’s staff code is not appended to proposals.

10. Security: Roles and Control Groups • How is a Control Group Assigned? • When the transfer from FM via TSO is performed by the District Estimates staff, the initial Control Group is automatically assigned by: • FM phase number (for example, 52=Construction) • Managing District (for example, 07= District 7) • When the project and proposal records are passed to the next user group for processing, the District Estimates staff assigns the appropriate Control Group to transfer control.

11. Security: Roles and Control Groups

12. Security: Roles and Control Groups • Assigning Roles to New Consultant Users- • Find the company’s staff code • From the PES User List, add UserID • From UserID screen, select System Identifiers List, and add PES and Control Group • From PES, select System Identifier Role List to add Designer Role • For non-designers, refer to Role List for appropriate role(s)

13. Assigning Roles to New Users • PES • Staff List (Designers) • User List • Add User ID • Add PES module & Control Group • Add Role for PES (Designer or Other)

14. Security: Roles and Control Groups demo

15. Steps in Creating and Estimating Projects and Proposals

16. Steps in Creating and Estimating Projects and Proposals • Create Project / FM Interface • Add Pay Items / Designer Interface • Estimate Project in CES • Generate Project Reports for Verification • Create Proposal • Estimate Proposal in CES • Final Preparation for Letting

17. Creating and Estimating Projects and Proposals • Step 1: Create project • There are 3 ways to create a project: • FM Interface (recommended method) • Manual entry from menu bar • Copy existing project • Assign Project to appropriate control group • Step 2: Add pay items and quantities • There are 2 ways to enter data: • Designer Interface (recommended method) • Directly into PES (FDOT Estimates staff only)

18. Creating and Estimating Projects and Proposals • Step 3: Estimate Project • In CES, use libraries and regressions/averages models (recommended method for initial pricing) • In PES, manually enter prices obtained from anothersource (override based on project conditions) • Step 4: Run Project Reports for Verification • Project Edit Report • Project Summary of Pay Items • Step 5: Create Proposal • In PES, right click, “Add Proposal” • Attach project(s) to proposal

19. Creating and Estimating Projects and Proposals • Step 6: Estimate Proposal • In CES, use libraries and regressions/averages models (recommended method for initial pricing) • In PES, manually enter prices obtained from another source (override based on project conditions) • Step 7: Final Preparation for Letting • Generate Proposal Summary of Quantities (for error check purposes) • Change Control Group to submit to CO Project Review or District Contracts Administration

20. Scope Alternates

21. Scope Alternates • Each scope alternate will be built as a standalone project(s) and proposal, by appending a suffix: • The non-suffixed project(s) and proposal will exist temporarily to facilitate the creation of the suffixed scope alternate project(s) and proposal.

22. Scope Alternates • Prior to the Letting: • Delete the non-suffixed project(s) and proposal • After the Letting: • Select awardable scope alternate based on budget amount programmed; • Prepare post-bid analysis reports and other required documentation; • The proposal number will have the suffix of the chosen alternate displayed on these documents.

23. Scope Alternates • Contracts Administration will run a script to identify the chosen alternate in Trns•port. • This will occur after all post-bid documents are complete, and prior to Technical Awards Committee meeting. • The script will strip the suffix from the chosen alternate; • Alternates not chosen will move to DSS as rejected projects. • Before the script is run for Trns•port, the Executive Summary will display: • All the alternates, with suffixes. • After the script is run for Trns•port, the Executive Summary will display: • The chosen alternate without a suffix, and the other alternates with suffixes.

24. Creating and Estimating aProject / Proposal demo

25. Reviews , Addendums, and Re-lets

26. CO Project Review (Relative to Trns•port) • Performed only on Tallahassee-let proposals; • A limited QA review, intended to identify errors or omissions that would prevent proposal from being let (“show stoppers”); • In Trns•port, look for: • Correct Contract/Calendar Days, for MOT ; • Correct Structure Work Class, for pre-qualification; • FA number matches contract documents; • Correct rounding of Initial Contingency Amount • Quantities of 1 replaced with quantities in plans. • More in-depth QA review is performed after letting.

27. Addendums after Advertisement • Before creating an Addendum: • Open the Proposal, and run the process “Generate Section and Line Numbers (Inquiry)”, and print it for later reference *. • Create the Addendum Header, with a description of the change. • Modify addendum items as needed: • Changes and Deletes • Adds require a Project Line Number and a Proposal Line Number *.

28. Re-letting Proposals • Contracts Office will: • Change the Letting Status to “Rejected”, and include a reason; • Disassociate the project(s) from the Proposal. • Project(s) can then be handled as any other project in PES. They can be: • Re-estimated; • Associated with a new Proposal number (cannot reuse a Proposal number).

29. Questions and Open Discussion