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Assembling the Team

Wisconsin Department of Transportation

Real Estate Training Conference

May 14, 2013

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The Notice of Interest (NOI)

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The Notice of Interest (NOI)

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The Notice of Interest (NOI)

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Notice of Interest (NOI)- Narratives

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Notice of Interest (NOI)- Instructions

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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 Improvementon Notice of Interest (NOI’s)

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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 Notice of Interest (NOI’s) down to the “short list”?

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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...)

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Solicitation, selections and awards publication, bimonthly solicitations page…

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We look forward to having you as part of our WisDOT Real Estate team!

Thank you!

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

Continued Participants……

Negotiator

Plat Preparer

Project Engineer

Utility/Railroad Coordinator(s)

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

Email

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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Assembling the Team for Local Public Agency (LPA) Projects

By: Kerry Paruleski

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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

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LPA Real Estate WisDOT Team

Thank you!