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2014 WORK PROGRAM LRE KICKOFF WORK PROGRAM AND FINAL PLANS March 13, 2014

2014 WORK PROGRAM LRE KICKOFF WORK PROGRAM AND FINAL PLANS March 13, 2014. Work Program. State of the Work Program Work Program Cycle Overview FY 2016-2020 TWP Development Roll Forward Unexecuted Supplemental Agreements Project Sequencing FY 2015 Realignment.

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2014 WORK PROGRAM LRE KICKOFF WORK PROGRAM AND FINAL PLANS March 13, 2014

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  1. 2014 WORK PROGRAMLRE KICKOFF WORK PROGRAM AND FINAL PLANS March 13, 2014

  2. Work Program • State of the Work Program • Work Program Cycle Overview • FY 2016-2020 TWP Development • Roll Forward • Unexecuted Supplemental Agreements • Project Sequencing • FY 2015 Realignment

  3. Revenue vs. Commitment Impacts

  4. Work Program Cycle Overview JANUARY, 2014 • Central Office 2015-2019 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 2015-2019 Work Program • Gaming Opens for FY 2016 - 2020 • 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 2016-2020 TWP

  8. FY 2016 – 2020 TWP DEVELOPMENT

  9. 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.

  10. Current Roll Forward Totals

  11. 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.

  12. 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 • 90-120 days • Over 120 days

  13. Current Unexecuted SA Totals

  14. Current Unexecuted SA Totals

  15. Current Unexecuted SA Totals

  16. Current Unexecuted SA Totals

  17. Project Sequencing • A sequence is the last two digits of the 11 digit FM • i.e., 428719-1-52-02

  18. 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)

  19. 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

  20. 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

  21. 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

  22. 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

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

  24. 2014 LRE KICKOFF FINAL PLANS • Presented by Nadir Rodrigues and • Mark Madgar

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

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

  27. 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.

  28. 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

  29. 3. LRE versus Trns*port LRE • 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.

  30. 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.

  31. 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:

  32. 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.

  33. 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”.

  34. 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 DA @ $3,000/ DA) -Disputes Review Board: include if project cost > $15 Million. (Use 1DA / Month for duration of project)

  35. 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.

  36. 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.

  37. 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)

  38. Landscaping – cont.

  39. 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.

  40. Reminders – continued • Run the “Obsolete Pay Item Report” to check for obsolete items in the LRE.

  41. Reminders - continued • Use the “Find and Replace” function to help in replacing obsolete pay items in the LRE.

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

  43. 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.**

  44. 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)

  45. 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

  46. LRE Submittals • What LREs to submit • LRE status • Submitting an LRE • New Requirements

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

  48. LRE Submittal Overview • How to Submit • Hard Copy Submittals

  49. 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.

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