Assembling the Team Wisconsin Department of Transportation Real Estate Training Conference May 14,...
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Transcript of Assembling the Team Wisconsin Department of Transportation Real Estate Training Conference May 14,...
1
Assembling the Team
Wisconsin Department of Transportation
Real Estate Training Conference
May 14, 2013
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What does WisDOT want to see in a good Notice of Interest (NOI)?
• Addresses all points in the Consultant Requirements Section
• Good brief descriptions of example
projects
• Similar attributes to the project being solicited
• Good availability for listed staff
• A clear explanation of the staff’s availability
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More about…, What does WisDOT want to see in a good NOI?
• Relevant comparable experience
• Verification that project narrative is understood
• Information needs to be accurate and representative
• Honest assessments of staff’s work experience and quality
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NOI’s - Experience
Listing Experiences:Show how many projects and parcels you have been involved in ---- but, don’t stop there! • Important that you also disclose
the types of parcels and especially the complex issues. For example,• contaminated sites• farms • quarries• golf courses
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Listing Area(s) of Expertise:We need to know if you have expertise in some of the more complex issues that WisDOT sometimes faces, such as:•proximity•complex cost to cure•change of grade•access
NOI’s - Expertise
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Be truthful, but be direct; tell us what you do
Don’t make assumptions thinking we already know
We can only grade you on what is in writing in front of us; give us all you got!
NOI’s – General Tips
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Areas for Improvement on NOI’s
• Read the full project scope & understand specialty items
• Ensure sufficient information is included to determine qualifications
• Include only relevant projectexperiences
• Use proper grammar
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More about…, Areas for Improvement on NOI’s
• Be mindful when cutting and pasting to avoid errors
• Evaluate past experience for listed staff
• Be accurate about availability of listed staff
• Focus on the key players’ qualifications
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More about…, Areas for Improvement on NOI’s
• Address project specific skill or consultant requirements
• Identify their specific roles on past projects
• Ensure submissions are factual
• Follow the standard format
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How does WisDOT reduce your NOI’s down to the
“short list”?
Good examples of similar project work for both staff experience and project examples
Staff availability is reasonable especially for key staff
Prior experience that the region had with the team
Past performance of firms/staff listed based on evaluations
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More about…, How does WisDOT reduce your NOI’s
down to the “short list”?
Overall relevant experience / capabilities of listed staff
Specific skill sets demonstrated Work type ratings sheet/previous
experience in region Top two or three project specific skill
requirements
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Project Interviews
Don’t assume that everyone on the panel will know you or anything about real estate
Bring visual examples of your work• Booklets• PowerPoint presentation
Bring the acquisition team
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What makes a winning selection?
Project specific NOI
Identifies project specific needs
One that demonstrates that they have seen the project and understands the requirements
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More about…, What makes a winning selection?
One that understands every aspect of the project
Discussed potential issues with the local units of government
Staffing at the appropriate level based on project complexity
Good past performance on comparable projects
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More about…, What makes a winning selection?
An accurate and complete NOI without obvious errors
Demonstrates successful experience working with WisDOT and potential stakeholders
Honest and upfront information in the NOI
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More about…, What makes a winning selection?
Not submitting the same NOI for five different projects
Identifying project specific needs
Communicating the ability to provide a successful project
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If Your Firm Is Not Selected…,
Firms not shortlisted – look for ways to improve next time
Schedule a feedback session for interview projects with regional Contracting Unit supervisor
Look for new and upcoming contract solicitation announcements on WisDOT’s Doing Business page, under ‘Design and construction’ tab, then to ‘Engineering and related services’ tab, and select ‘Solicitation, selections and awards’ at: http://www.dot.wisconsin.gov/business/engrserv/caudesolicit.htm
(see sample solicitation page, next slide...)
Start Up Conference
Meeting to convey and share project information
Possible Attendees
Complete a parcel by parcel review and discuss the project concepts/needs
Why are those attending necessary???
Access coordinator
Appraiser(s)
Review Appraiser
Environmental Staff
Parcel by parcel review
Field observation
Commitments made by design staff
Unique & Common Problems
Relocation parcels (residential, business, farm)
Contaminated sites and clean up plans
So, what’s needed at this start up conference?
DSR (Design Study Report)Environmental ReportDriveway grades/changes to accessConstruction plans Encroachment reportNotes from PIM’s/design staff commitmentsPreliminary TPP sheets
Starting the project and continued communication
How does everyone communicate?
PIM’s (Public Involvement Meetings)
Communicate, Communicate, Communicate!!!
What are we talking about?
Status of acquisitions Timeline necessary to complete task in order
to meet PSE
Relocations
Communication continued…
Issues derived from negotiations/appraisal inspections
Changes in schedule
Addition or deletion of parcels on TPP sheet(s)
Status of encroachments
Razing contract/Property Management
Big Brother Is Watching!! READS
Monthly team member meetings
Telephone conference/individual calls
Data Spread Sheets kept by real estate lead workers
Project Wrap Up MeetingAll team members can meet to discuss final
status of project
Determine what did/didn’t work throughout the process
Complete consultant evaluations
Thank you!
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LPA – Project DevelopmentAdministered by WisDOT’s
Division of Transportation Investment Management (DTIM)
Division of Transportation System Development (DTSD)
DTSD Regional LPA RE Coordinators
DTSD Regional Program Managers
Management Consultants (MC)
Deliver Project Management & Oversight to LPA
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WisDOT Approved Consultantsvs.
LPA RE Approved Consultants
WisDOT Consultants
LPA RE Consultants
What’s the Difference?
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WisDOT Approved Consultants
Forms of Solicitation:• Get on the Master Contract list• Can be hired Specialty Contract • Submit a Notice of Interest (NOI)
Getting on the Team:• Find projects through the “WisDOT Doing Business” on
the consultant extranet• Chosen through a Specialty Contract
What’s the Difference?
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What’s the Difference?LPA RE Approved
ConsultantsGetting on the Team:• The Local Public Agency hires the
consultant
Characteristics:• Qualified and Competent• Meet Minimum Standards Per LPA
manual• No Term Limit• No Formal Screening
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Minimum Qualifications for R/W Personnel◦Appraisers◦Review Appraisers◦Negotiation Agents◦Relocation Assistance Specialists
LPA RE Approved Consultants
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LPA Project with State or Federal Funds ANYWHERE in a Project
Local Public Agency (LPA)
LPA contracts with consultant(s)
WisDOT & MC Oversight
State or Federal Funding in Project
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Selecting a Consultant
What are LPAs looking for in a consultant?1. Expertise2. Competence3. Knowledge of WisDOT procedures
and forms
LPA Project with State or Federal Funds
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LPA Project with State or Federal Funds Anywhere in a Project
ACQUISITION CAPABILITIES STATEMENT
Required for an LPA projectManagement Consultant (MC) will
review and commentWisDOT LPA RE Coordinator will do
final approval