Bill de BlasioMayor

Lorraine GrilloCommissioner

P R E - P R O P O S A L C O N F E R E N C E F O R P R O J E C T C O N T R O L S S U P P O R T S E R V I C E S

S U B H A S H T U L A D H A RE X E C U T I V E D I R E C T O R P R O J E C T C O N T R O L S

J A N U A R Y 2 9 , 2 0 2 0Benjamin RandAssistant Commissioner

O M A R E L - A N W A RD I R E C T O R , P R O C E S S I M P R O V E M E N TP R O J E C T C O N T R O L S

ABOUT DDC

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Strategic Blueprint for Construction Excellence• Released January 2018

• Institute robust project management and controls

• Progress Update Release July 2019

Capital Delivery Divisions

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Infrastructure Division

Public Buildings Division

20+ Sponsor Agencies

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DEP, 179 DOT, 175 PARKS, 7

EDUCATION, 6

DCAS, 4

OTHER, 2

1

HPD, 1

0 50 100 150 200 250 300 350

Total

Infrastructure Active Projects

DCAS, 62 CULTURAL AFFAIRS, 56 DHS, 35 NYPL, 33 BPL, 32 QBPL, 27NYPD, 16

SANITATION, 8

PARKS, 7

DEP, 6

HEALTH, 6

DOT, 4

FIRE, 2

OTHER, 2

HPD, 2

0 50 100 150 200 250

Total

Public Buildings Active Projects

Project Controls Support

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Active Projects by Phase

• 673 active projects managed by PB and INFRA Divisions

• Who provides project controls support?

• 20% PB projects and 70% INFRA projects have construction management consultants

In absence of CM consultants

Project Controls Division supports PB and INFRA Divisions

Project Controls Division

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• Cost effective project delivery

• Robust cost estimating

• Design to budget

• Reduce cost overruns

.… overarching goals

• Shorter project durations

• Robust project planning

• Reduce schedule delays

• Minimize claims and disputes

fast, cost effective, on‐time and on‐budget project delivery

Project Controls Division

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.… Project Controls Team

The Division has limited bandwidth. We need your help !

Cost Estimating Scheduling and Risk Management

Data Analytics Process Improvement

Project Controls Teams

Core Support Areas

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Schedule Management

Cost Estimating

Data Analytics

RFP identifies the three core areas in Section IV(B)(4) 

Core Support Areas

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Schedule Management

Cost Estimating

Data Analytics

RFP identifies the three core areas in Section IV(B)(4) 

Schedule Management

CORE AREA 1: SCHEDULE MANAGEMENT

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FEP Initiation Design Procurement Construction

Schedule Update(Integrated Project Schedule)

Review Vendor Schedules

Schedule Workshop

Baseline

Contractor Construction Schedule

• Analyze Variance• Update Delay Log• Plan Recovery

• Plan Ahead• Manage Risks• Report/Communicate

• Monthly Review• Review Baseline• Analyze Delay, Update Delay Log

• Plan Recovery• Manage risks• Expedite processing of time extensions

• Align scope and schedule• Adopt target durations and templates• Identify schedule risk 

Design Consultant Schedule

• Standard baseline timepoints

SCHEDULE TEMPLATE

• Three Schedule Tiers• Milestone• IPS• Vendor Schedules

• Multiple IPS Templates• Adopting a template

• target durations• duration modifiers based on complexity

• Adjust for Risks

Current Public Buildings New Construction Schedule Template Track 1

STANDARDIZE MONTHLY SCHEDULE UPDATE

• Data Date• Last Friday of the month

• Publish Date• 1st Friday of the following month

Q1 Q2 Q3

Projects in P6

Q4

2021

Q1

Primavera P6 Expansion

Q2 Q3 Q4

2020

EXPAND PRIMAVERA P6

Go Live for Consultants

P6 Consultant on‐board

P6 Soft Launch

P6/Benchmark Integration

(90%)

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CLARIFY VENDOR REQUIREMENTS

• Construction Contracts • Schedule Requirements

• Guidelines• Design Consultant• CM Consultant

Core Support Areas

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Schedule Management

Cost Estimating

Data Analytics

RFP identifies the three core areas in Section IV(B)(4) 

Bid Breakdown Sheet

Design Consultant Estimates, Check Estimates, Independent Estimates and Reconcile

CORE AREA 2: COST ESTIMATING

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FEP Initiation Design Procurement Construction

Cost Estimate

Monthly Cost Forecast Update

Cost Baseline

Change Order Estimates• Independent cost estimate• Negotiate change orders

Cost Estimate Workshop

• Analyze Variance monthly• Manage Issues and Risks

• Manage Change• Report/Communicate

Bid Variance Analysis

Cost Baselines

Project ID: 1 Division 1 General Requirements Work Sheet(include all General Conditions)

1 Bond:Performance Bond $0.00Payment Bond $0.00

2 Insurance: Liability $0.00 OCIP $0.00

3 Project Management: Project Executive $0.00 Project Manager $0.00 Assistant Project Manager $0.00 Project Accountant $0.00 Project Administration $0.00

Item# DDC COMMENTS:Description Qty Unit Unit Price Total Cost

Project ID: 1 Division 1 General Requirements Work Sheet(include all General Conditions)

1 Bond:Performance Bond $0.00Payment Bond $0.00

2 Insurance: Liability $0.00 OCIP $0.00

3 Project Management: Project Executive $0.00 Project Manager $0.00 Assistant Project Manager $0.00 Project Accountant $0.00 Project Administration $0.00

Item# DDC COMMENTS:Description Qty Unit Unit Price Total Cost

Project ID: 1

:

U/Cost: T/Cost:

1 DIVISION 01 - GENERAL REQUIREMENTS23 DIVISION 02 - EXISTING CONDITIONS4 $0.005 $0.006 $0.007 $0.008 $0.009 $0.0010 $0.0011 Any Sub Title12 $0.0013 SUB TOTAL $0.0014 DIVISION 03 - CONCRETE

No. Adjt Qty: Material $:CSI Division: Description:CSI Ref.: SOURCES: Unit:

Project ID: 1

:

U/Cost: T/Cost:

1 DIVISION 01 - GENERAL REQUIREMENTS23 DIVISION 02 - EXISTING CONDITIONS4 $0.005 $0.006 $0.007 $0.008 $0.009 $0.0010 $0.0011 Any Sub Title12 $0.0013 SUB TOTAL $0.0014 DIVISION 03 - CONCRETE

No. Adjt Qty: Material $:CSI Division: Description:CSI Ref.: SOURCES: Unit:

COST ESTIMATING IMPROVEMENTS

Project ID: 1 Hard Cost Estimate (Level 1)

Material: Labor: Equipment: Total Cost1 DIVISION 01 - GENERAL REQUIREMENTS $0.002 DIVISION 02 - EXISTING CONDITIONS $0.00 $0.00 $0.00 $0.003 DIVISION 03 - CONCRETE $0.00 $0.00 $0.00 $0.004 DIVISION 04 - MASONRY $0.00 $0.00 $0.00 $0.005 DIVISION 05 - METALS $0.00 $0.00 $0.00 $0.006 DIVISION 06 - WOOD,PLASTICS & COMPOSITES $0.00 $0.00 $0.00 $0.007 DIVISION 07 - THERMAL & MOISTURE PROTECTION $0.00 $0.00 $0.00 $0.008 DIVISION 08 - OPENING $0.00 $0.00 $0.00 $0.009 DIVISION 09 - FINISHES $0.00 $0.00 $0.00 $0.0010 DIVISION 10 - SPECIALTIES $0.00 $0.00 $0.00 $0.0011 DIVISION 11 - EQUIPMENT $0.00 $0.00 $0.00 $0.0012 DIVISION 12 - FURNISHINGS $0.00 $0.00 $0.00 $0.00

Total costLine Item No. Description:

Project ID: 1 Hard Cost Estimate (Level 1)

Material: Labor: Equipment: Total Cost1 DIVISION 01 - GENERAL REQUIREMENTS $0.002 DIVISION 02 - EXISTING CONDITIONS $0.00 $0.00 $0.00 $0.003 DIVISION 03 - CONCRETE $0.00 $0.00 $0.00 $0.004 DIVISION 04 - MASONRY $0.00 $0.00 $0.00 $0.005 DIVISION 05 - METALS $0.00 $0.00 $0.00 $0.006 DIVISION 06 - WOOD,PLASTICS & COMPOSITES $0.00 $0.00 $0.00 $0.007 DIVISION 07 - THERMAL & MOISTURE PROTECTION $0.00 $0.00 $0.00 $0.008 DIVISION 08 - OPENING $0.00 $0.00 $0.00 $0.009 DIVISION 09 - FINISHES $0.00 $0.00 $0.00 $0.0010 DIVISION 10 - SPECIALTIES $0.00 $0.00 $0.00 $0.0011 DIVISION 11 - EQUIPMENT $0.00 $0.00 $0.00 $0.0012 DIVISION 12 - FURNISHINGS $0.00 $0.00 $0.00 $0.00

Total costLine Item No. Description:

Project ID: 1

Line Item Description Calculation CostA Hard Cost see Detail SheetB Design Contingency see Basis of EstimateC General Conditions included in Hard Cost, General Requirements (Division 1D Overhead and Profit see Basis of EstimateE Cost Escalation see Basis of Estimate

F Subtotal1 Sum (A thru E)

G Bid Contingency see Basis of EstimateH Construction Contract Allowance see Detail Sheet

I Estimated Construction Cost at Award F+G+H

J Construction Contingency see Basis of Estimate

K Estimated Construction Cost at Comple I+J

1. Construction Cost Estimate used as the Basis of Design Fee

Construction Work Cost SummaryProject ID: 1

Line Item Description Calculation CostA Hard Cost see Detail SheetB Design Contingency see Basis of EstimateC General Conditions included in Hard Cost, General Requirements (Division 1D Overhead and Profit see Basis of EstimateE Cost Escalation see Basis of Estimate

F Subtotal1 Sum (A thru E)

G Bid Contingency see Basis of EstimateH Construction Contract Allowance see Detail Sheet

I Estimated Construction Cost at Award F+G+H

J Construction Contingency see Basis of Estimate

K Estimated Construction Cost at Comple I+J

1. Construction Cost Estimate used as the Basis of Design Fee

Construction Work Cost Summary

• Align to AACE• Standard cost estimate template and BOE• Pre‐estimate workshops• Itemize general requirements• Define markups• Standardize Check Estimate and Reconciliation

• Leverage bid data to guide future cost estimates

Core Support Areas

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Schedule Management

Cost Estimating

Data Analytics

RFP identifies the three core areas in Section IV(B)(4) 

Repository

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Benchmark

Publish

Visualization

Data Flow

Advanced Analytics

Expand Data Capture: 

• construction unit cost• bid breakdown• change orders• BIM models

• construction field data• performance evaluations• image data• lessons learned

Data Extract

External Data

Cost Data

Data Engineering

Schedule

tabulation or charting of KPIsuse of advanced techniques to review raw data and extract 

meaningful project insights

• Purpose of analysis may be diagnostic or predictive • Techniques include statistical and machine learning• Data source may be project, portfolio or external• Useful during planning and monitoring

CORE AREA 3: DATA ANALYTICS

SCHEDULE PRESCREENList of projects and activities 

# activities w/ negative float# hard constraints# activities w/ missing predecessors…..

Dashboard

• Basic statistical analysis 

• cost per square foot by project type

BENCHMARKING COST

BENCHMARKING DURATIONS

• Basic statistical analysis • Benchmark durations of repeat tasks• Example: change order approval, RFI 

response, submittal response, pre‐award process

ESTIMATING DIRECT LABOR BY PHASE

• Python for data cleaning and ML modeling• Random Forest Model • Training data (70%), test data (30%)• Accuracy level ~87%

• Tableau for exploring project variables• Variables: project cost, project type, duration, 

project delivery type, sponsor 

Accuracy Distribution of the Model 

• what risks and change orders may be considered for a specific project?

• what is the confidence level of the current cost estimate?• what are top reasons that delay site safety plan?• how does construction delay impact DDC direct cost?• which projects have higher risk of delays?……

MEANINGFUL INSIGHTS

Request for Proposals• The request for proposals for can be found here: https://ddcrfpdocuments.nyc.gov/rfp/

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RFP: Evaluation Criteria

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• Past Performance and Experience 40%• Information on up to ten projects• Assess the firm’s and any subconsultant’s successful relevant experience in the core areas

• Key Personnel 20%• Contract Executive, Project Controls Manager, Senior Cost Estimator, Data Analytics Specialist• Assess relevant experience, education, and certifications

• Organizational Capacity and Technical Approach 40%• Organization chart, demonstration of organizational capacity and technical approach• Assess the firm’s managerial and technical resources, particularly in the core areas

RFP: Schedule

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• Target award date: July 2020

• Contract capacity at award: Not to exceed $3M

• Contract Term: 730 CCDs

• Extension of Contract Term: 365 CCDs

• Renewal of Contract Term: Two one-year terms, Increase up to $3M prorated

• Up to six contract awards

• Subsequent mini-RFPs for task order awards

RFP: Scope of Services

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Schedule management

Cost management

Change management

Risk management

Process ImprovementSee Detailed Scope in Exhibit B of the Contract

.… organized by end product

RFP: Preclusion

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• Preclusion on a Project Basis: The Consultant providing project controlsservices hereunder for any project will be precluded from being awardedcontracts or task orders for the following services on the same project(s):

a. Construction work, whether as a prime contractor or subcontractor;b. Construction management and resident engineering (or similar

services), whether as a prime consultant or subconsultant; andc. Design services, whether as a prime consultant or subconsultant

See Section III.B of the RFP

CLICK TO EDIT HEADLINE TEXT

Edit text

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ANDREW CAMMOCKD E P U T Y A G E N C Y C H I E F C O N T R A C T I N G O F F I C E R

Helpful Reminders

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Inquiries: Must be requested by email no later than:Thursday, February 6, 2020 by 4:00 PM

Due Date: Friday, February 21, 2020 by 4:00 PM DDC Entrance is on 30th Place, not Thomson Avenue.Proposals to be hand delivered to the 1st Floor, Contracts Section.

Acknowledgement of Addenda:All addenda shall become part of the requirements of the RFP. Please sign and return with Attachment 7 in your proposal.

Proposal Package Contents

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Three separate packages will be required for submission:

1. Technical Proposal – One original and four copies and one electronic version saved as a single PDF on a clearly labeled disc (CD) or USB flash drive. The PDF must be text-searchable.

2. Schedule B: M/WBE Participation Requirements for Master Service Agreement (Attachment 8) – One unbound original.

3. Doing Business Data Form (Attachment 9) – One unbound original.

PASSPort

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Procurement and Sourcing Solutions Portal (PASSPort) Disclosure Filing (formerly known as Vendor Information Exchange System (VENDEX) Forms or Certificate of No Change)

All organizations intending to do business with the City of New York should complete an online disclosure process to be considered for a contract. This disclosure process was formerly completed using Vendor Information Exchange System (VENDEX) paper-based forms. In anticipation of awards, proposers must create an online account in the new Procurement and Sourcing Solutions Portal (PASSPort) and file all disclosure information.

Paper submissions, including certifications of no changes to existing VENDEX packages will not be accepted in lieu of complete online filings.

For more information about PASSPort, please visit nyc.gov/passport.

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General Information to Proposers (RFP-15 to RFP-17, Section VI)Proposers are advised to read the entire section.

Subcontractor Reporting (RFP-42, Attachment 10)As of March 2013, the City has implemented a new web-based subcontractor reporting system through the City’s Payee Information Portal (PIP), available at www.nyc.gov/pip.

M/WBE Participation Requirement

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• M/WBE Participation Goals will be set for each Task Order.

• M/WBE requirement can be achieved by:1. M/WBE Prime Vendor2. Qualified M/WBE Joint Venture3. M/WBE Subcontractor(s)

• Asian MBE Firms will not receive M/WBE credit.

New York City Department of Small Business Service certified MWBE firms is listed at: www.NYC.Gov/SBS

HIRENYC: Goods and Services

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HireNYC Goods and Services is a hiring process that requires businesses that contract with the City to share entry and mid-level positions with the City, and interview the qualified candidates that the City refers.

HIRENYC: Goods and Services

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Consultants will be required to:

• Enroll with the HireNYC Portal within 30 days after registration of the contract;

• Indicate if entry to mid-level opportunities will arise from the contract; if no applicable employment opportunity related to a contract arose, to certify as such;

• Post job openings for entry and mid-level positions arising from the contract

HIRENYC: Goods and Services

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If you need additional guidance on HireNYC,contact Donna Pope: Poped@ddc.nyc.gov

For questions about the HireNYC Portal, contact: HireNYCSupport@sbs.nyc.gov

Anticipated Timeline for Program and Project Management Services Procurement

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RFP Issued:Jan. 15, 2020

Pre-proposal Conference:Jan. 29, 2020

Proposal Due:Feb. 21, 2020

Expected Date of Registration:July 2020

RFP Schedule Overview

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Question/Clarification Deadline: 4:00 PM, February 6, 2020

Proposal submission deadline: 4:00 PM, February 21, 2020

Inquiries:Olga Almazova: AlmazovOL@ddc.nyc.govHemwattie Roopnarine: ramnarah@ddc.nyc.gov

Q U E S T I O N S A N D A N S W E R S

T H A N K Y O U !