Post on 04-Jun-2020
CMAR Process Improvements at ADOT
Presented by: Julie Kliewer, ADOT Renee L. Hoekstra, RHA, LLC
AASHTO 2015 VE PEER EXCHANGE
Presentation Outline
• Introduction to CMAR (CMGC, GCCM) • Describe the Lessons Learned Process • Discuss Mutual Challenges and
Opportunities • Discuss Challenges and Opportunities within
the CMAR Process • Conclusions
CMGC
Trying to Fit Alternative Delivery Into Other Delivery Methods
CMGC
Owner
CMGC Architect / Engineer
Consultants Subcontractors
Contract Collaboration
• Architect/Engineer (Qualifications Based Selection) – Design services with active CMGC
participation – Some construction administration
Simultaneously or No Later than
15-30% Design
CM/GC
• The Benefits of the Processes – Much more of a team approach
• Great reduction in adversarial behaviors – Different Roles and Responsibilities
• Owner • Designer • Contractor
– Fewer RFI’s – Fewer design/construction related changes – Improved long term relationships – Owner gets more of what they want
CM/GC
• The Benefits of the Processes – Great construction means, methods and
materials input during design – Phasing opportunities/Schedule improvements – Better quality project overall – Potential for reduced involvement from design
team during construction – Lower costs in today’s market
CMGC
• Benefits of the Process – Improved long term relationships – The team is able to honestly discuss costs
(including escalation) – More budget control – Enhanced communication – Smoother project closeouts
CMGC
• Benefits if the Process – Great construction means, methods and
materials input during design – Multiple GMP approach (phasing opportunities) – Better quality project overall – Open book philosophy makes owner’s more
comfortable – Reduced involvement from design team during
construction
Why Should I Change My Behavior With These New Delivery Methods? • Because Now You Can Be Rewarded
for Going Beyond the Minimum! The New Methods Are Based Upon
a “Team” Approach that Requires: “New Thinking and New
Behaviors”
Why?
Lessons Learned Process
• A Lessons Learned evaluation completed for CMAR in 2011
• Consisted of 3 CMAR projects • Interviews completed with all levels of staff,
including: – ADOT (Design, C&S & Construction) – CMAR/D/B Firm – Consultants (Design & Construction) – APDM Consultant
Lessons Learned Process
• Questions related to: – RFQ and RFP Process and Selection – Design and Preconstruction Services – Construction – APDM Oversight – Team Scoping/Partnering – Administrative – Miscellaneous
• Opportunities & Best Management Practices Identified
CMAR Challenges & Opportunities • Selection Panel
– ADOT is more careful as to who is on the panel
• Focus on the process experience
– Training the panel members on evaluation and selection
– Kick-off meeting to educate the panel about the project
– Added a standard deviation to eliminate a high or low rating
CMAR Challenges & Opportunities
• Evaluation Criteria – Use of EMOD to evaluate safety
• Modification in scoring approach – Innovation Scoring
• Now separating innovation as it’s own criteria – Liquidated Damages Scoring Element
• Now includes impacts to milestones or project completion
– Cost Escalation Scoring Element • Have you had any issue escalations over the District
Engineer level and explanation
CMAR Challenges & Opportunities • Project Team Members
– Lack of consistency with both contractor (CMAR) and ADOT staff
– Key personnel changes • A commitment is now
required from the CMAR teams that key personnel changes must be approved by ADOT
• Key personnel must be involved with both design and construction phases
CMAR Challenges & Opportunities
• RFP and Selection Process – RFP documents are well prepared – Designer to be selected knowing that the project
will be CMAR – CMAR needs to be selected earlier in the design
process • The optimal timing is before the development of the
Stage III design plans (60%) • Optimal time is at 30% • CMAR should be under contract not going through
the selection process
CMAR Challenges & Opportunities
• A current challenge with the selection of only contractors with CMAR experience – New language includes “or as a General
Contractor”
CMAR Challenges & Opportunities
• Pre-Construction/Design Process - A majority of the challenges occur during this phase of the project – There is a lack of understanding of the CMAR
process versus D/B/B or D/B • Internal education is continuing within ADOT to
educate staff as to the differences • A discussion is occurring during the Team Scoping
workshop • Contractor staff also need to be educated as to the
process and expectations of the process – “At Risk”, Expectations, Processes
CMAR Challenges & Opportunities
• The right individuals not involved at appropriate times – The following should be included during pre-
construction services • ADOT
– Project Manager – Resident Engineer – Design Leads – District Engineer – Public Outreach – C&S
– Distance challenges
CMAR Challenges & Opportunities
• Designer – Project Manager – Design Leads – Public Outreach
• CMAR – Pre-Construction Services Manager – Project Manager (construction) – Lead Cost Estimator – Field Engineers – Any Subcontractors involved in pre-construction
• ICE
CMAR Challenges & Opportunities
• Challenges with understanding overall roles and responsibilities (R&R) – During the Team Scoping workshop, a
clarification of all R&R is completed • ADOT • Design Team • CMAR • Stakeholders
CMAR Challenges & Opportunities
• Preconstruction Services R&R – CMAR Needs to be more engaged
• Actively involved in adding value to the design – Recommending adjustments to road profile and alignment – Phasing recommendations to reduce impact – Developing a construction schedule to improve efficiencies – Looking at approaches and balancing impacts
CMAR Challenges & Opportunities
– The CMAR manual is updated to include a better description of all involved including:
• ADOT; PM, C&S, Construction, ECS
• CMAR • Designer/Consultant • ICE
– http://azdot.gov/docs/default-source/construction-group/cmar_manual_10-510.pdf?sfvrsn=0
CMAR Challenges & Opportunities
– Increased training for the CMAR process to understand the difference between D/B/B and D/B
– PM’s need to be trained to take on a CMAR project
CMAR Challenges & Opportunities
• Negative Impacts to the Design Schedule Due to: – Lack of strong leadership to control the design
schedule causing extended schedules and increased costs
• The team needs to identify the criticalness of the schedule on the project
• Focus on the role of the PM in schedule management
• Ensure design consultants focus on meeting schedules
• CMAR to manage the schedule, with Designer providing their schedules
CMAR Challenges & Opportunities
• Negative Impacts to the Design Schedule: – Design changes allowed deep into the design
impacting the GMP • PM to effectively manage schedules for comments
and design changes • CMAR to provide on-going feedback on impacts
CMAR Challenges & Opportunities
• Cost Estimates – The appropriate involvement of the ICE
• The ICE should not be a contractor’s competitor • There is a need for the ICE to understand local
conditions, prices, etc. • Current construction costs should be used, not
historical data (labor, equipment, materials based)
CMAR Challenges & Opportunities
• Cost Estimates – Being able to compare four separate cost
estimates (CMAR, ICE, Designer, C&S) • Upon completion of the initial cost model a
reconciliation meeting will be held to determine bid items and initial quantities
– Costs will not be shared
• Assumptions and/or allowances need to be included
CMAR Challenges & Opportunities
• Cost Estimates – Quantities
• The CMAR must “own” the quantities – CMAR to provide expertise for potential added
services to reduce risk (during preconstruction) – Each quantity is it’s own GMP – This defines the “at risk” portion of the contract – Traffic Control and Erosion Control using a NTE
– CMAR understanding their role in managing/ tracking estimates
• Additional training is needed • Discussion at the Team Scoping Workshop
CMAR Challenges & Opportunities
• Completeness of Design – Complete design submittals needed at each
stage of design – “Let them take care of it in construction”
• Designs need to be complete • All issues to be resolved during design, not
construction • Errors and omissions fixed during design
CMAR Challenges & Opportunities
• Risk & Value Engineering – CMAR, ADOT & Designer participating in a
formal value engineering and risk assessment workshop on most projects
– Slightly different approach, still using job plan
CMAR Challenges & Opportunities
• Change Orders – What is defined as a change in a CMAR
• This discussion is now taking place during the Team Scoping workshop
– Changed conditions, unforeseens, owner-added scope
• Expectations of work/efforts to be completed during the preconstruction services contract
– Constructability – Bidability – Identifying existing conditions
• Defining scope versus “at risk”
CMAR Challenges & Opportunities
• Design Reviews/Comments – Some designers not incorporating CMAR
comments • A comment reconciliation process to be
incorporated • APDM verifying that comments are being
incorporated – C&S involvement
• Completing engineer’s estimate • Review specifications and write some
– Goal is at 90%
• Need to be Involved throughout the process
CMAR Challenges & Opportunities
• Design Reviews/Comments – Lack of urgency
• Additional training to understand the CMAR process for design reviewers
CMAR Challenges & Opportunities
• Understanding How Allowances Are Used – Establishing realistic allowances
• Allowances are now specific to the type of work to be used with an agreed upon estimate to help establish the GMP
• During the early stages, use allowances where design is lacking
CMAR Challenges & Opportunities
• Subcontractor selection process – This process is working well
• CMAR is taking great pride in owning their process
– Value-based approaches • There are still quality issues with
some subcontractors – Focus on a more qualification/
value based selection for some areas of work
» Traffic Control
CMAR Challenges & Opportunities
• GMP Negotiation Process – The process is taking too much time
• Fees and general conditions can be agreed to ahead of time
• The quantity reconciliation process is helping • A minimum of 2 weeks is needed from ADOT,
needs to be included in the schedule • The preconstruction process needs to work as
intended
CMAR Challenges & Opportunities
• Construction – Still too many change orders
related to design changes, added work, errors and omissions and unforeseen/differing site conditions
• Defining a change during the Team Scoping Workshop is necessary
• CMAR’s need to understand their risk related to quantities
• ADOT’s CMAR process now requires additional checks and balances
CMAR Challenges & Opportunities
• Construction – Payment for mobilization
• Allowing CMAR’s to roll fees into unit prices and roll up to 10% for mobilization (once GMP is negotiated)
CMAR Challenges & Opportunities
• Partnering Effectiveness – A new process has been implemented; Team
Scoping workshop to focus on pre-construction: • Process Expectations • Roles & Responsibilities • Issue Resolution Process • Project Goals/Objectives • Budget Elements
– Cost estimates, GMP, reconciliation, change orders
CMAR Challenges & Opportunities
– Team Scoping Process • Design Process Elements
– Constructability, bidability, design comment reconciliation
• Subcontractor selection process • Risk Analysis if no formal VE
– Partnering office being educated as to alternative delivery
• Specific approaches required different than D/B/B
Benefits of CMAR
• Better problem solving • Joint value engineering benefits during design • More effort to meet ADOT requirements • Qualification-based ensures best value • Able to reduce impacts to the travelling public • Better control of the schedule; improved
efficiencies • Very effective for complex projects • Design and build to budget • A very strong team approach
Conclusion
• Lessons learned reports are available from ADOT
• Updated CMAR manual is completed and is available
• Additional training is being provided to ADOT staff on the various methods
• We all need to continue to learn and improve together