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Consultant Contract Program Collaboration Project ACEC-Mn/DOT Annual Conference March 2, 2010. Introduction Brad Hamilton, Mn/DOT. Strategic Vision. Collaboration Trust Transparency Accountability. Project Approach and Discovery Phase Themes Jan Lucke, CTS. Project Approach.

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Consultant Contract Program Collaboration Project

ACEC-Mn/DOT Annual Conference

March 2, 2010

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Brad Hamilton, Mn/DOT

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Strategic Vision

  • Collaboration

  • Trust

  • Transparency

  • Accountability

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Project Approach and

Discovery Phase Themes

Jan Lucke, CTS

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Project Approach

  • Online Survey

  • One-on-one Interviews

  • Workshop

  • Steering Committee

  • Final Report

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Steering Committee

  • Mike Barnes, Mn/DOT Engineering Services Division

  • William Bennett, LHB

  • Debra Brisk, Kimley-Horn and Associates

  • Jeff Brunner, Mn/DOT Consultant Services Section

  • Bob Busch, Mn/DOT District 3

  • James Cownie, Mn/DOT Office of Contract Management

  • Rebecca Fabunmi, Mn/DOT Commissioner’s Staff

  • Dale Grove, Bonestroo

  • Deb Ledvina, Mn/DOT Office of the Transportation Ombudsman

  • Scott McBride, Mn/DOT Metro District

  • Sue Mulvihill, Mn/DOT Operations Division

  • Khani Sahebjam, Mn/DOT Deputy Commissioner

  • Mukhtar Thakur, Mn/DOT Office of Technical Support (Jon Chiglo)

  • Gary Thompson, URS

  • Shirley Walker Stinson, Walker Engineering

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  • Projections of Future Work

  • Staffing needs (employees and space)

  • Estimating forthcoming work

  • Decentralized nature of projects

  • Budget cycles with Legislature

  • Projects undertaken jointly with cities and counties

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  • Education

  • Understanding of selection processes (types, how they are used, when they are used)

  • Program-wide changes over time and short-term changes

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  • Relationships

  • Networking opportunities

  • Understanding of roles

  • Joint opportunities for professional development; including young professionals

  • Balancing work and professional organizations

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Business Practices

  • Errors and omissions

  • Contract documents

  • Financial/audit processes

  • Project performance evaluation

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Framework for Change

Michael Barnes, Mn/DOT

Debra Brisk, Kimley-Horn and Associates

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Outcomes and Strategies

  • Draft form

  • Listed in no particular order

  • Open to feedback and comments


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Provide reliable projections of future work

STRATEGY 1A: Develop and implement consistent process to identify the volume and types of work that Mn/DOT plans to deliver with internal staff

STRATEGY 1B: Identify the portions of projects within the State Transportation Improvement Plan (STIP) that are targeted for outsourcing

STRATEGY 1C: Provide timely information about project opportunities to the consultant community

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Improve the Pre-Qualification Program

STRATEGY 2A: Evaluate, simplify, and streamline Pre-Qualification Program work type structure

STRATEGY 2B: Streamline current Pre-Qualification Program application and renewal process

STRATEGY 2C: Establish criteria and framework for the impact of performance and personnel changes on pre-qualification status

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Increase the consistency and transparency of

consultant selection processes

STRATEGY 3A: Evaluate all processes that Mn/DOT uses to select consultants

STRATEGY 3B: Standardize proposal format and streamline the process for preparation and review of proposals

STRATEGY 3C: Establish systems that support consistent implementation of the ways that consultants are selected within Mn/DOT

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DESIRED OUTCOME #3 (Continued)

STRATEGY 3D: Define a process for communicating the reasons for selection or non-selection with all consultants who submit proposals on projects

STRATEGY 3E: Determine ways to incorporate past performance into the selection process

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Expand education about the consultant

program and its selection processes

STRATEGY 4A: Develop ongoing methods for communication throughout Mn/DOT and to the consultant community regarding the consultant contract program

STRATEGY 4B: Develop web-based and other tools to improve efficiencies

STRATEGY 4C: Promote a greater understanding of selection processes

STRATEGY 4D: Develop training opportunities for consultants and Mn/DOT staff on each selection process

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Strengthen relationships between Mn/DOT and

the consultant community

STRATEGY 5A: Promote ongoing educational and networking opportunities for Mn/DOT and consultant community project managers

STRATEGY 5B: Explore opportunities to bring together public and private transportation leaders

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Review Mn/DOT consultant business practices

STRATEGY 6A: Involve stakeholders in the development of business rules for professional errors and omissions

STRATEGY 6B: Conduct a review of contract documents in collaboration with ACEC-Mn/DOT

STRATEGY 6C: Conduct review of financial/audit processes to identify opportunities for streamlining and improved communication in collaboration with the ACEC-/MnDOT

STRATEGY 6D: Improve the processes for project performance evaluation

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Next Steps

  • Gather feedback on outcomes and strategies

  • Prioritize strategies

  • Develop suggested time frames

  • Disseminate final report (May 2010)

  • Create structure for developing, executing, and communicating an implementation plan


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