CECO REPORT

November, 2000

 

IN THIS ISSUE

** ODOT REORGANIZING -- PARTNERING WITH CECO COMING
** BENEFITS OF NEW ODOT PROJECT MANAGEMENT DIVISION
** CECO/ODOT STEERING COMMITTEE MEMBERS
** WELCOME NEW MEMBER
** DO YOU KNOW A PROSPECTIVE MEMBER?
** STATE BOARD TO HOLD PUBLIC HEARING ON PROPOSED RULES
** ACEC BOARD APPROVES SPECIAL ASSESSMENT
** DATELINE WASHINGTON -- ACEC GOVERNMENT AFFAIRS REPORT

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*
* CECO General Membership Meeting
* Thursday, November 16th - 11:45am
* Oklahoma Engineering Center
* Oklahoma City
*
* Speaker:
* Tim Gatz
* Director, Project Manager Division
*
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ODOT REORGANIZING -- PARTNERING WITH CECO COMING

The Oklahoma Department of Transportation (ODOT) is undertaking a new approach to contracting with consulting engineering firms through the formation of a new Project Management Division. The Division, which begins operation on November 1st, will be led by Tim Gatz.

CECO met with Gatz and Bill Gamel in late August, at which time CECO was asked for assistance in developing and implementing the operations and associated policies and procedures.

ODOT is the largest single consumer agency for specialized personal and professional consulting services in Oklahoma government. The consulting service requirements of ODOT primarily focus on civil engineering, with occasional need for architectural and landscape architectural assistance.

In recent years, both the Federal and State governments have embraced significant privatization, streamlining, and downsizing initiatives. Coupled with substantial increase in transportation related revenues, these efforts have and will continue to generate sharp increases in the use of consultants for design, inspection, and implementation of construction projects.

The current processes utilized by ODOT in negotiating and contracting for professional services, including determining needs, listing qualified firms, evaluation of qualifications, negotiating terms and prices, evaluating performance and maintaining documentation and accountability, are, in ODOT's words, "deficient at best." From the consultant selection/hiring process to the entire contracting system from identification of need to notice to proceed, the start-to-finish time takes too long. ODOT believes that the process is not well documented, there is duplication of effort between the Field Divisions and Central Office, and the process and procedures are extremely cumbersome for all involved.

Recognizing the problems with the current system, ODOT has embarked on a new Contract Administration Process under the Project Management Division. This will be staffed by four contract administrators along with six project managers.

CECO has been asked by ODOT to participate closely in this process. To that end, a CECO Steering Committee under the direction of Vice President of Business Practice Don Vick has been formed. Tim Gatz made a presentation to the CECO Steering Committee on October 25th, and will make a similar presentation to the CECO membership on November 16th during the quarterly CECO General Membership Meeting.

CECO's Don Vick and Jim Sullins along with ODOT's Tim Gatz and Loyd Case attended the annual Kansas Department of Transportation/Kansas Consulting Engineers (KDOT/KCE) Partnering Conference held on October 31st. KDOT and KCE implemented a Partnering arrangement six years ago, which has led to a very successful cooperative program between KDOT and consultants. Most, if not all, issues between KDOT and consultants are resolved through working groups under the Partnering program, with the recommendations of the working groups becoming the policy of KDOT.

Both CECO and ODOT see this new program, and the working relationship being developed to implement this ODOT initiative, to be the impetuous for a formal "Partnering Agreement" between CECO and ODOT. CECO and ODOT are committed to developing a formal agreement, and hope to begin the "Partnering" process before the end of the year.

This is a great opportunity for CECO and ODOT. You are urged to plan to attend the November 16th CECO General Membership Meeting to hear Tim's presentation and further information on the planned Partnering process.

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BENEFITS OF NEW ODOT PROJECT MANAGEMENT DIVISION

So, what does ODOT hope to accomplish? The following is taken from an ODOT document entitled, "Project Management Brief/Contract Administration Component":

 

** Contract Administration Processes

The benefits to the creation of a Contract Administrator component are many. Chief among these benefits are:

* Expediting contracting procedures
* Providing needed services in a timely manner
* Providing mandatory accountability for work performed under contract
* Providing better consultant service information
* Freeing up functional areas to perform duties tied directly to their mission

Major elements of the contract administration process will include:

* Contract Initiation: ODOT contracting units will submit electronic requests for personal or professional services contracts to Contract Administration.

* Consultant Selection: A list of qualified consultants will be provided to the Contracting Unit, and a qualifications based selection process will be used to select the consultant.

* Contract Development: The contract will be negotiated and prepared by Contract Administration.

* Progressive Payment Process: A project account is established and Notice to Proceed is issued by Contract Administration. Payments are processed by Contract Administration, with input from the ODOT Contracting Unit.

* Consultant Evaluation: Each consultant task or project performed is objectively evaluated based on performance measures established by ODOT. This information is reviewed, recorded and maintained by Contract Administration in a consultant's database file.

* Contract Close-Out: Contracts are closed and reported on by Contract Administration.

* Consultant DataBase: A consultant database will be developed that will provide information related to qualifications, expertise, capability, workload, performance ratings, and task-based cost history. This database, in conjunction with Department of Central Service information, will form the basis for the generation of qualified consultant lists.

** Transition Phase I (Contract Administration Development)

In this phase, project managers will perform the following major duties:

* Develop the Contract Administration Procedural Guidelines

* Develop the Contract Administration processes and instructional documents

* Participate in the development of and revisions to consultant selection/evaluation informational and tracking systems

* Participate in the development of a progressive payment verification and processing system

* Participate in the development of a comprehensive pre-qualification and performance evaluation system related to consultant services

* Participate in the development of a task-based cost history and tracking/comparison system

The initial scope of Contract Administration shall include Engineering and Design Services for Preconstruction, Construction Management, and Inspection services for Operations. However, the full scope may be expanded to include other ODOT contracting activities in the future.

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CECO/ODOT STEERING COMMITTEE MEMBERS

While we know that many CECO member firms would like to be represented on the Steering Committee, that simply was not possible if we are to have a manageable working group. After much consideration and discussion, the following are the members of the initial CECO/ODOT Steering Committee:

Don Vick, JGVE Engineering, Oklahoma City (Chair)
Mike Arand, Dewberry Design Group, Tulsa
Mike Homan, Terracon Consultants, Tulsa
Mel Chapman, Atkins-Benham, Tulsa
Marc Long, Cobb Engineering, Oklahoma City
Karl Stickley, C. H. Guernsey & Company, Oklahoma City
Todd Brawley, Brawley Engineering, Oklahoma City
Bob Williams, Poe & Associates, Oklahoma City
Jim Fisher, TranSystems Consultants, Tulsa

While this is the initial group, be assured that there will be many opportunities for CECO members to participate in this Partnering program.

If all goes as planned, there will be many "sub-committees" formed, comprised of CECO members and ODOT staff, to address specific issues between consultants and ODOT. These sub-committees will really become the "heart" of the Partnering Agreement as this is the level at which all of the real decisions will be made.

A more detailed discussion of what is envisioned for this program will be unveiled at the CECO General Membership Meeting on November 16th. We urge all members to attend this meeting.

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WELCOME NEW MEMBER

CECO would like to welcome a new member to the CECO and ACEC family.

Brunette Engineering, P.C., is a civil, mechanical, environmental firm which recently opened in Oklahoma City.

Pat Brunette is the principal of the firm located at 11611 S. Western, PMB #182, Oklahoma City, 73170, (405) 378-6183, fax (405) 378-6183.

We welcome Brunette Engineering, and look forward to having the firm as an active member of CECO and ACEC.

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DO YOU KNOW A PROSPECTIVE MEMBER?

If so, why not invited them to join CECO and ACEC. You know the benefits of membership, so you're our best salesperson!

Contact Jim Sullins for assistance!!!!!

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STATE BOARD TO HOLD PUBLIC HEARING ON PROPOSED RULES

The State Board of Registration for Professional Engineers and Land Surveyors will hold a Public Meeting on Friday, November 17, 2000, at 1:30pm to discus proposed revisions to the Board's Rules. The meeting will be held at the Oklahoma Engineering Center, 201 N.E. 27th Street in Oklahoma City. The Board will accept oral comments during the meeting. Oral comments will be limited to five (5) minutes. Those desiring to speak must sign in prior to the meeting to be allowed to speak. Written comments will be accepted by mail, fax, or e-mail prior to the meeting, and will be distributed at the meeting. The addresses are as follows:

Ms. Kathy Hart
Oklahoma State Board of Professional Engineers and Land Surveyors
201 N.E. 27th Street, Suite 120
Oklahoma City, OK 73105
Fax: (405) 523-2135
E-Mail: kathy@okpels.org

A copy of the proposed rule changes are available for download at the State Board's web site (http://www.okpels.org/notices/public_notice.htm). You will need Adobe Acrobat Reader to open the documents.

The State Board urges and invites your participation in this public hearing.

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ACEC BOARD APPROVES SPECIAL ASSESSMENT

At the ACEC Fall Conference, the ACEC Board of Directors approved a special assessment of $30 per index number in support of the California Prop 35 initiative.

Prop 35 is sponsored by CELSOC, the ACEC state organization, and would amend the California Constitution to expressly permit the State of California to "contract-out" engineering and architectural services. Currently, California Supreme Court decisions prohibit the state, including the state transportation department, from hiring private consulting firms to perform state design work. Prop 35 would allow, not mandate, contracting-out of state work.

The $30 per index number special assessment is to cover grants and loans to CELSOC from ACEC operating funds in the amount of $750,000. This is in addition to other funds previously allocated from ACEC as well as in addition to voluntary contributions which many non-California firms have made to CELSOC.

Oklahoma and many other states opposed the "mandatory" assessment on ACEC members nationwide, but were not able to gain enough votes to defeat the assessment.

ACEC has now sent the Prop 35 the $750,000 allocated by the assessment, but that has depleted ACEC's reserve and operating funds. Oklahoma and the other member organizations are now faced with collecting the assessment from member firms, and remitting the assessment to ACEC so that our national organization can stay solvent.

The CECO Board of Directors will discuss options as to how to handle the assessment at its November 16th meeting. Several options exist, ranging from billing all members for the assessment in full to taking part of the assessment from CECO reserves and billing firms for the difference. CECO will let the membership know of the Board's decision immediately following the November 16th meeting. Prior to that, if you have any questions or input on this issue, please feel free to call the CECO Office.

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DATELINE WASHINGTON

ACEC GOVERNMENT AFFAIRS REPORT

Campaign Rhetoric Doesn't Square With Workforce Reality - (Washington Post, Oct. 26, 2000) - Federal employees found themselves thrust back into the political debate on the size and role of the government this week. But in a break with the past, contractors and consultants who work for the government were also a part of the debate. http://www.washingtonpost.com/wp-dyn/articles/A15327-2000Oct25.html

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Bush vs. Gore - Where the candidates stand on several key ACEC issues. http://www.acec.org/programs/wr10262000.htm#bush

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Ergonomics Rule Still Looms - While some Republicans say they have reached a deal on delaying the publication of OSHA's rule on ergonomics until March, the White House and key Democrats apparently feel otherwise. http://www.acec.org/programs/wr10262000.htm#ergo

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ACEC to Participate in Corps' Water Listening Session - The U.S. Army Corps of Engineers is hosting a series of National Listening Sessions, the purpose of which is to promote a dialogue about important water resource challenges facing the nation. http://www.acec.org/programs/wr10262000.htm#corp

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DPIC Provides Strong Support for Prop 35 Initiative - In its latest effort to support California's Proposition 35, the Design Professionals Insurance Companies (DPIC) has loaned $350,000 to ACEC for disbursement to the Prop 35 campaign.
http://www.acec.org/programs/wr10262000.htm#dpic

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CNA/Schinnerer Contributes Generous Funding for Prop. 35 - CNA/Schinnerer has donated $35,000 to ACEC for purposes of supporting the California contracting-out campaign, Proposition 35.
http://www.acec.org/programs/wr10262000.htm#cna

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For full text of the above items including addition Government Affairs information please visit http://www.acec.org/programs/wr10262000.htm

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********** REMINDER -- VOTE ON NOVEMBER 7TH!!!!! ***********

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