Consultant Contracts. Eric Pelfrey, P.E. Division of Professional Services Jim Fisher Office of Information Technology
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1 Consultant Contracts Eric Pelfrey, P.E. Division of Professional Services Jim Fisher Office of Information Technology
2 Reduce Time Reduce time from Advertisement - Notice to Proceed to 100 days Business Value Better Cost & Product Improve Estimation and Negotiation Process Consistency in Estimates Replace Lost Experience Historical As Negotiated Pricing Research Tool Updated Production-Hour Range Sheet Replace Manual Document Creation Process Increase Consistency & Reduce Human Errors Increase Efficiency Increase Ease of Managing Consultant Information Upgrade Existing Database
3 Information Technology Upgrades New Consultant Management Database 217 firms in system Information from prequalification application Updated contacts for each firm Prequalification categories and status Enhanced Data Management Automation will reduce errors and time to process contracts and modifications All users have access Allow for more detailed and accurate reporting
4 Information Technology Upgrades New Contract Management Database Professional Services has begun using this system Draft project advertisements and monthly Bulletins Create and submit production-hour estimates Write contracts, modifications, and other standard format documents Monitor contract status and project schedule Planning, Environmental, Structure Design, Geotechnical Services, Right-of-Way, Traffic, etc. Consultants will eventually submit estimates
5 Solution Components Advertising Management of Consultants & Prequalifications Contract Status Automated Document Generation Advertisements & Bulletins Electronic Approval Workflows Notifications & Reminders Selecting Management of Procurement Schedule Events Automated Document Generation Selection Process Forms Automated Notifications Estimating Management of Production Hour Estimates Research Tools Historic As-Negotiated Estimates Consultant vs Department Estimate Comparisons Electronic Approval Workflows Notifications & Reminders Contracting Automated Document Generation PDC Meeting Agenda Contract & Notice to Proceed Electronic Approval Workflow Contract Review
6 Site Navigation
7 Consultant Management Consultant Contact Information Pre-Qualification Services Edited only by Professional Services Viewable by all users
8 Consultant App Cookbook
9 Consultant Management
10 Consultant Management
11 Contract Management Creating a Draft Advertisement Entering Consultant Selection Information Utilizing Comparable Projects for Estimating Negotiating Production-Hours Viewing the Status of a Contract & Documents Approval Workflows
12 Contract App Cookbook
13 Deployment and Training Schedule Consultant Management Deployed in late June Prequalifications database Consultant information Contract Management Deployed to Professional Services in late July Implementation and Training October and November Online Refresher Training December
14 Advertising Selecting Negotiating Contracting Demo Selecting a Project and Creating a Draft Advertisement
15 Drafting Advertisements
16 Drafting Advertisements
17 Drafting Advertisements
18 Drafting Advertisements
19 Drafting Advertisements
20 Drafting Advertisements
21 Drafting Advertisements
22 Drafting Advertisements
23 Drafting Advertisements
24 Drafting Advertisements
25 Approval Workflows
26 Advertising Selecting Negotiating Contracting Demo Managing Project Schedule and Creating Documents
27 Consultant Selection
28 Consultant Selection
29 Old Manage Project Schedule New
30 Creating Standard Documents
31 Creating Standard Documents
32 Uploading Ad-Hoc Documents
33 Uploading Ad-Hoc Documents
34 Uploading Ad-Hoc Documents
35 Uploading Ad-Hoc Documents
36 Advertising Selecting Negotiating Contracting Demo Research Tool, Entering Estimates, Negotiating
37 Similar Negotiated Projects Research Tool
38 Creating Department Estimate
39 Creating Department Estimate
40 Approval Workflows
41 Department Estimate Consultant Estimate
42 Consultant vs Department Comparison
43 As-Negotiated Production Hours
44 As-Negotiated Production Hours
45 Advertising Selecting Negotiating Contracting Demo Creating a Contract and Notice to Proceed
46 Drafting the Consultant Contract
47 Drafting the Consultant Contract
48 Drafting the Notice To Proceed Letter
49 Drafting the Notice To Proceed Letter
50 Project Success Professional Services Involvement Early and Often Meaningful Feedback Active Participation in Meetings and Reviews Team s Willingness and Ability to Change and Adapt Project Scope and Everyone s Understanding of Requirements Changes District Project Managers and Central Office users Please embrace new system and ask for assistance
51 Drafting Advertisements Old System Manual project data entry By Professional Services No consistent language No consistent format New System SYP information imported By Project Manager Consistent language Consistent format
52 Estimating and Negotiating Old System David Gormley comparables Historical information stored in Professional Services Eric Pelfrey negotiations New System Data-driven with filters Historic information readily available to Project Managers Automatically generated
53 Approval Workflows Old System Adrian Wells s Adrian Wells reminders Status viewed only by Professional Services New System Notifications Automatic reminders Status viewable by all users
54 Drafting Contracts and Modifications Old System Manual project data entry No consistent language No consistent format Potential for human error New System SYP information imported Consistent language Consistent format Single-point data entry
55 Train District Project Managers & Highway Design Futures Continue to fine-tune and fix bugs Include Planning, Environmental Analysis, Structure Design, Geotechnical Services, Right-of-Way, Traffic, etc.
56 Questions?
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