Description: This initiative will modernize current project management processes, procedures, and organization structure by aligning DOTD with peer-state best practices. Training will be developed and provided to ensure that staff have a comprehensive understanding of the roles and responsibilities of a Project Manager.

Project Manager Roles and Responsibilities

• Revise position descriptions and expectations so project management duties align with, and maximize effectiveness of, the new Project Delivery Network.
• Development of manuals and training to standardize and memorialize the new processes throughout the department.

Project Management Discipline

• Separation of Project Management responsibilities from Program Management and Technical Task Delivery to deliver efficiencies by eliminating the necessity for a single person to constantly switch between multiple roles during the workday.
• Development of a dedicated project management section dedicated to project management for all DOTD projects. This stand-alone discipline may not require engineering background to free up engineering resources for technical tasks.

Description: This initiative will overhaul the current Project Delivery process and integrate DOTD best practices into Rawlins’ proven project delivery network (PDN) framework. The PDN is a framework that outlines steps, activities, tasks, and deliverables to provide consistency and transparency throughout the project delivery process, enabling project teams to improve reliability and efficiency through coordination, cooperation, and alignment.

• Redefine the tasks in DOTD’s current Stages 1-4 to move away from the current linear, sequential project management methodology into something that is more reflective of a Critical Path style of project management. Key features of the PDN Steps 1-4 are well defined and agreed upon scope and schedule in addition to milestone, quality and estimate checks associated with each Step.
• Complete overhaul of the current Stage 0. This effort is being done in the Prioritization initiative and will include moving as much work forward into step 0 so accurate scope, schedule, and budgets can be developed and thorough risk analysis can be completed so early mitigation can prevent project delays. Infrequently, some rework from the task teams (i.e. Environmental, ROW, Survey) is expected, but the project time savings and ability to meet deadlines justify the minimal rework.

Description: This initiative will pursue innovative means to improve deficient bridges and enhance the program’s efficiency and streamline processes to ensure the long-term success of DOTD’s bridge preservation program.

• DOTD Bridge Design policies and procedures, standards, and specifications will be reviewed and updated to align with the new Project Delivery Network (PDN) and nationwide best practices. Updates will incorporate context sensitive design concepts and focus on addressing site deficiencies all within known financial constraints. DOTD bridge specifications will be reviewed and updated to reflect nationwide best practices while incorporating practical design methodology, the specific needs of Louisiana’s site conditions, and financial constraints.
• Seek federal grant opportunities to increase available funding to address bridge repair and replacement.

Description: This initiative began with developing three regional bundled bridge packages to accelerate repair and replacement of closed and posted bridges and now includes the support of all projects undertaken by the OLHC.

• Delivery method selection analysis to determine the best way to deliver the project in consideration of DOTD goals. The delivery method of Progressive Design-Build (PDB) included input from innovative procurement, critical projects, and DOTD leadership.
• Drafting of RFQ and PDB Contract.
• Industry engagement including the development of a PDB whitepaper to explain the process to the industry, hosting an industry forum at LTRC, and conducting individual informational meetings with interested industry participants.

A notice of intent was issued for the program, but an RFQ was not issued because the responsibility for these bridges was transferred to the Office of Louisiana Highway Construction. DOTD will support the OLHC as requested. The RFQ and PDB Contract were not finalized. The team intends to convert the bridge bundle specific RFQ and PDB Contract to template documents so DOTD is ready in the event PDB is used by DOTD in the future.

Description: This initiative will analyze DOTD’s Local Public Agency (LPA) Program business processes and organizational structure to ensure the program complies with federal and state requirements and results in the LPAs delivering the projects programmed in the Highway Priority Program (HPP).

• All LPA program and project management will be modified to fit national best practice by consolidation into the Planning section within the Office of Project Delivery. Organizational structure changes, position descriptions, SOPs, and reallocation of TOs will be implemented with the goal of outsourcing LPA program and project management as much as practical.
• A new LPA Manual will be developed to replace the five current DOTD LPA Manuals. Revised program and project delivery processes will be established as part of the manual development process.
• Internal and external training needs will be identified based on the revised program and project delivery processes.

Description: This initiative will improve the administration of DOT’s maintenance program. Improvement will focus on refining how infrastructure conditions are assessed, and resources are allocated to provide the highest return on investment. The initiative will include enhancement of the training program to facilitate consistent maintenance practices across the state and training of maintenance staff. The initiative will also assess how the maintenance workforce is utilized to determine the appropriate level of maintenance contracting. New maintenance contracting methods will be implemented as part of the IDIQ initiative.

• A Maintenance Quality Assurance (MQA) program will be established to allow the Office of Operations to fully understand the condition of the system.
• Equipment utilization analysis will be performed, and an equipment plan will be established. An equipment plan established on life cycle cost and sustainable funding to address DOTD priorities. Org structure, position descriptions, and business/accounting processes will need development and implementation.
• Analysis of District use of “people as a resource”. Data-driven decision-making will be allocated to areas where DOTD staff generate the greatest ROI, and other efforts that can be delivered more efficiently by contractors will be outsourced to the private sector.

Description: This initiative will improve DOTD’s administration of its construction program. Improvement will focus on construction processes and requirements related to construction specifications, change orders, contractor payment, conflict resolution, and construction cost accounting. Improvements will consider national best practices identified through a review of peer DOT processes. Reorganizational efforts that are in progress will be reviewed, and additional reorganization may be incorporated. Training will be developed, and staff will be trained to facilitate consistency in construction administration throughout that state.

• Create the position of District Construction Engineer by reallocating an existing Area Engineer position and expanding the parish coverage of the remaining area engineers. This position will report to the DA and be responsible for the implementation of standardized construction procedures. This position will work in lock step with the HQ construction group also serve as the primary point of contact for the construction community operating within the district.
• Develop and implement standardized communication protocols between Headquarters and Districts with response deadlines, question/response protocols, and e-ticketing system rollout.
• Revision to the change order processes including revisions to thresholds to expedite field-level decisions and expansion of district authority on minor time only changes.
• Modernize training for project engineers and inspectors, including standardized delivery methods with recurring schedules and performance tracking.
• Update the Construction Administration Manual and 2016 Standard Specifications to integrate nationwide best practices and the Headlight and e-ticketing systems.

Description: The initiative will provide additional options for delivery of DOTD construction and maintenance projects through development of procedures for Indefinite Delivery Indefinite Quantity (IDIQ) contracting. IDIQ contracting provides for an indefinite quantity of supplies or services during a fixed period, allowing DOTD to procure goods and services when the exact quantities and delivery schedules are not known.

• Identifying roles and responsibilities of DOTD staff for the administration of construction / maintenance IDIQ contracts
• Establishing guidelines for selection of projects to be delivered through IDIQ contracting
• Developing procurement and contract documents

Description: This initiative will improve the consultant contract administration process to reduce delays in the letting process and centralize administrative functions.

• Review and implementation of process improvements to better align with nationwide best practices and optimize contract administration. Reduce the length of time for procurement to speed the delivery of projects.
• Development of General Engineering Services IDIQ Contracts to be used in the planning design and construction administration of the work program.
• Development of an electronic contract administration and invoicing system to reduce manual implementation of the process.
• Development of a person-hour estimating tool to expedite the development and implementation of consultant scopes and fee estimates.
• Development of a consultant acquisition plan based on the stage 0 prioritized work program.
• Development of process for consultant acquisition for off system bridge bundles.

Description: This initiative will review current funding programs and processes for ports, waterways, passenger rail, and aviation.