AUTOMATION OF ARCHITECTURAL & ENGINEERING ...
2016 INNOVATION AWARD WINNER
AUTOMATION OF ARCHITECTURAL & ENGINEERING CERTIFICATION PROCESS
Miriam Singer, Chief Procurement Officer / Sr. Assistant Director Adil Khan, Procurement Business Administrator
2016 INNOVATION AWARD WINNER
OVERVIEW
• MIAMI-DADE COUNTY • ARCHITECTURAL & ENGINEERING (A&E) SELECTION PROCESS
Role of Technical Certification Committee Technical Certification (TC) Process Pre-Qualification Certification (PQC) Process • PREVIOUS PROCESS – Manual, Paper-Based, Inefficient • NEW PROCESS – Fully Automated, Nimble, Efficient • WIN-WIN for VENDORS & COUNTY • CHALLENGES & LESSONS LEARNED
•
QUESTION & ANSWER
2016 INNOVATION AWARD WINNER
MIAMI-DADE COUNTY INTRODUCTION $7 Billion Annual Budget
26,000 Employees
25 County Departments
12,000 Active Vendors
950 Active Contracts
57,000 Purchase Orders Exceeding $1 billion
1,400 A&E Vendors
$355 million A&E Contracts Advertised
1,100 A&E Certified Firms
2016 INNOVATION AWARD WINNER
A&E BUSINESS PROCESS OVERVIEW • The Architecture & Engineering (A&E) Unit Manages Procurement of A&E and Design-Build Projects • Process Driven by County Ordinance IO 3-34 (Formation and Performance of Selection Committees), AO 3-39 (Standard Process For Construction Of Capital Improvements, Acquisition Of Professional Services, Construction Contracting, Change Orders And Reporting), and State of Florida Statute 287.055 (Consultants Competitive Negotiations Act -
CCNA) • Vendor Registration is Required for Pre-Qualification • Pre-Qualification Certification is Required At Time of Submission & Throughout Lifecycle of the Professional Services Agreement
2016 INNOVATION AWARD WINNER
A&E BUSINESS PROCESS OVERVIEW • Pre-Qualification Certification (PQC) is Required to Compete for Contracts • Technical Certification is Issued for a 2 Year Term • Pre-Qualification Certification is Issued for 1 Year • Technically Certified Firms are Pre-Qualified to Compete for New Contracts • At the End of First Year, an Affidavit is Required to Renew the PQC
2016 INNOVATION AWARD WINNER
PQC AFFIDAVIT Sample • Managing Member of the Firm Must Electronically Submit a Notarized Copy of the Affidavit
2016 INNOVATION AWARD WINNER
A&E BUSINESS PROCESS OVERVIEW • Changes to Qualifiers Require Recertification! • 26 Categories Available for Certification • Each Category Has Unique Qualifier Requirements • Professional License(s) • Profession Experience of the Qualifier • Current and/or Completed Projects • Applications are Voluminous • Often Comprising of Multiple Large Binders • Reviewed by Formal Technical Certification Committee Appointed by the Mayor
2016 INNOVATION AWARD WINNER
CERTIFICATION CATEGORIES Sample (Engineering) 1.00 Transportation Planning 1.01 URBAN AREA AND REGIONAL TRANSPORTATION PLANNING 1.02 MASS AND RAPID TRANSIT PLANNING 1.03 AVIATION SYSTEMS AND AIRPORT MASTER PLANNING 1.04 PORT AND WATERWAY SYSTEMS PLANNING 2.00 MASS TRANSIT SYSTEMS 2.01 MASS TRANSIT PROGRAM (SYSTEMS) MANAGEMENT 2.02 MASS TRANSIT FEASIBILITY & TECHNICAL STUDIES 2.03 MASS TRANSIT VEHICLE STUDIES & PROPULSION SYSTEMS 2.04 MASS TRANSIT CONTROLS, COMMUNICATIONS & INFORMATION SYSTEMS ...
2016 INNOVATION AWARD WINNER
CERTIFICATION CATEGORIES Sample (Architecture) 4.00 AVIATION SYSTEMS 4.02 ARCHITECTURAL DESIGN 5.02 ARCHITECTURAL DESIGN 5.03 CRUISE TERMINAL DESIGN 5.04 CRUISE TERMINAL EQUIPMENT DESIGN 5.07 SECURITY SYSTEMS 14.00 ARCHITECTURE 18.00 ARCHITECTURAL CONSTRUCTION MANAGEMENT ...
2016 INNOVATION AWARD WINNER
A&E BUSINESS PROCESS OVERVIEW • Technical Certification Committee • Composed of 5-10 County Architects & Engineers • Convenes on a Bi-Weekly Basis To Review New and Recertification Applications • Meetings are Recorded/ Publicly Advertised • Applications May be Approved, Rejected, or Request for Additional Information • Rejected Firms Have 48 Hours To Provide Requested information
2016 INNOVATION AWARD WINNER
PREVIOUS PROCESS
2016 INNOVATION AWARD WINNER
NEW STREAMLINED SOLUTION
2016 INNOVATION AWARD WINNER
NEW STREAMLINED SOLUTION • Developed In-House • Integrated With County’s Mainframe and Distributed Systems • Customized & User Friendly • Easy to Modify and Enhance Functionality • Technology: • MS DotNet Platform • MS SQL Server Database • $100,000 Investment (Staff & Contractor Time)
2016 INNOVATION AWARD WINNER
Vendors
WIN-WIN SOLUTION - VENDORS CONVENIENCE
24*7*365 ACCESS
USER FRIENDLY
GOING GREEN!
STREAMLINED
Avoid Postage Costs & Delays
IMPROVED
Best Use Of Time & Resources
In-Person Visits Are Optional
COMMUNICATION
2016 INNOVATION AWARD WINNER
County
WIN-WIN SOLUTION - COUNTY INCREASED EFFICIENCY
PAPERLESS
UP TO DATE
INFORMATION
VENDORS HAVE CONTROL
BETTER WORK
STREAMLINED ENVIRONMENT PROCESS
MINIMIZE DATA INSTANT ENTRY ERRORS DATA ACCESS
IMPROVED MORALE
2016 INNOVATION AWARD WINNER
CHALLENGES/ LESSONS LEARNED
• Resistance To Change • Comfortable with the Current Process! • Just Need a New Computer System Apply Electricity To Paper! Read My Mind! • Expectations Are High • Business Processes Are Vague • Not Sure Why Processes Are in Place?
2016 INNOVATION AWARD WINNER
CHALLENGES/ LESSONS LEARNED
• Comprehensive Business Process Analysis • Paper-Based Process Can Be Manipulated • End-Users Can Modify Paper/Forms • Easy To Adopt Business Changes • Workflow Can Be Easily Modified • Resistance To Change • Continuous End-User Involvement • Process Improvement/ Efficiency Gains • Better Work Environment
• More Time To Focus on Core Responsibilities
QUESTIONS & ANSWERS Thank You For Your Participation! For Additional Information Please Contact us @
Miriam Singer [email protected] (305 375-5878) Adil Khan [email protected] (305 375-1436)
AUTOMATION OF ARCHITECTURAL & ENGINEERING CERTIFICATION PROCESS
Miriam Singer, Chief Procurement Officer / Sr. Assistant Director Adil Khan, Procurement Business Administrator
2016 INNOVATION AWARD WINNER
OVERVIEW
• MIAMI-DADE COUNTY • ARCHITECTURAL & ENGINEERING (A&E) SELECTION PROCESS
Role of Technical Certification Committee Technical Certification (TC) Process Pre-Qualification Certification (PQC) Process • PREVIOUS PROCESS – Manual, Paper-Based, Inefficient • NEW PROCESS – Fully Automated, Nimble, Efficient • WIN-WIN for VENDORS & COUNTY • CHALLENGES & LESSONS LEARNED
•
QUESTION & ANSWER
2016 INNOVATION AWARD WINNER
MIAMI-DADE COUNTY INTRODUCTION $7 Billion Annual Budget
26,000 Employees
25 County Departments
12,000 Active Vendors
950 Active Contracts
57,000 Purchase Orders Exceeding $1 billion
1,400 A&E Vendors
$355 million A&E Contracts Advertised
1,100 A&E Certified Firms
2016 INNOVATION AWARD WINNER
A&E BUSINESS PROCESS OVERVIEW • The Architecture & Engineering (A&E) Unit Manages Procurement of A&E and Design-Build Projects • Process Driven by County Ordinance IO 3-34 (Formation and Performance of Selection Committees), AO 3-39 (Standard Process For Construction Of Capital Improvements, Acquisition Of Professional Services, Construction Contracting, Change Orders And Reporting), and State of Florida Statute 287.055 (Consultants Competitive Negotiations Act -
CCNA) • Vendor Registration is Required for Pre-Qualification • Pre-Qualification Certification is Required At Time of Submission & Throughout Lifecycle of the Professional Services Agreement
2016 INNOVATION AWARD WINNER
A&E BUSINESS PROCESS OVERVIEW • Pre-Qualification Certification (PQC) is Required to Compete for Contracts • Technical Certification is Issued for a 2 Year Term • Pre-Qualification Certification is Issued for 1 Year • Technically Certified Firms are Pre-Qualified to Compete for New Contracts • At the End of First Year, an Affidavit is Required to Renew the PQC
2016 INNOVATION AWARD WINNER
PQC AFFIDAVIT Sample • Managing Member of the Firm Must Electronically Submit a Notarized Copy of the Affidavit
2016 INNOVATION AWARD WINNER
A&E BUSINESS PROCESS OVERVIEW • Changes to Qualifiers Require Recertification! • 26 Categories Available for Certification • Each Category Has Unique Qualifier Requirements • Professional License(s) • Profession Experience of the Qualifier • Current and/or Completed Projects • Applications are Voluminous • Often Comprising of Multiple Large Binders • Reviewed by Formal Technical Certification Committee Appointed by the Mayor
2016 INNOVATION AWARD WINNER
CERTIFICATION CATEGORIES Sample (Engineering) 1.00 Transportation Planning 1.01 URBAN AREA AND REGIONAL TRANSPORTATION PLANNING 1.02 MASS AND RAPID TRANSIT PLANNING 1.03 AVIATION SYSTEMS AND AIRPORT MASTER PLANNING 1.04 PORT AND WATERWAY SYSTEMS PLANNING 2.00 MASS TRANSIT SYSTEMS 2.01 MASS TRANSIT PROGRAM (SYSTEMS) MANAGEMENT 2.02 MASS TRANSIT FEASIBILITY & TECHNICAL STUDIES 2.03 MASS TRANSIT VEHICLE STUDIES & PROPULSION SYSTEMS 2.04 MASS TRANSIT CONTROLS, COMMUNICATIONS & INFORMATION SYSTEMS ...
2016 INNOVATION AWARD WINNER
CERTIFICATION CATEGORIES Sample (Architecture) 4.00 AVIATION SYSTEMS 4.02 ARCHITECTURAL DESIGN 5.02 ARCHITECTURAL DESIGN 5.03 CRUISE TERMINAL DESIGN 5.04 CRUISE TERMINAL EQUIPMENT DESIGN 5.07 SECURITY SYSTEMS 14.00 ARCHITECTURE 18.00 ARCHITECTURAL CONSTRUCTION MANAGEMENT ...
2016 INNOVATION AWARD WINNER
A&E BUSINESS PROCESS OVERVIEW • Technical Certification Committee • Composed of 5-10 County Architects & Engineers • Convenes on a Bi-Weekly Basis To Review New and Recertification Applications • Meetings are Recorded/ Publicly Advertised • Applications May be Approved, Rejected, or Request for Additional Information • Rejected Firms Have 48 Hours To Provide Requested information
2016 INNOVATION AWARD WINNER
PREVIOUS PROCESS
2016 INNOVATION AWARD WINNER
NEW STREAMLINED SOLUTION
2016 INNOVATION AWARD WINNER
NEW STREAMLINED SOLUTION • Developed In-House • Integrated With County’s Mainframe and Distributed Systems • Customized & User Friendly • Easy to Modify and Enhance Functionality • Technology: • MS DotNet Platform • MS SQL Server Database • $100,000 Investment (Staff & Contractor Time)
2016 INNOVATION AWARD WINNER
Vendors
WIN-WIN SOLUTION - VENDORS CONVENIENCE
24*7*365 ACCESS
USER FRIENDLY
GOING GREEN!
STREAMLINED
Avoid Postage Costs & Delays
IMPROVED
Best Use Of Time & Resources
In-Person Visits Are Optional
COMMUNICATION
2016 INNOVATION AWARD WINNER
County
WIN-WIN SOLUTION - COUNTY INCREASED EFFICIENCY
PAPERLESS
UP TO DATE
INFORMATION
VENDORS HAVE CONTROL
BETTER WORK
STREAMLINED ENVIRONMENT PROCESS
MINIMIZE DATA INSTANT ENTRY ERRORS DATA ACCESS
IMPROVED MORALE
2016 INNOVATION AWARD WINNER
CHALLENGES/ LESSONS LEARNED
• Resistance To Change • Comfortable with the Current Process! • Just Need a New Computer System Apply Electricity To Paper! Read My Mind! • Expectations Are High • Business Processes Are Vague • Not Sure Why Processes Are in Place?
2016 INNOVATION AWARD WINNER
CHALLENGES/ LESSONS LEARNED
• Comprehensive Business Process Analysis • Paper-Based Process Can Be Manipulated • End-Users Can Modify Paper/Forms • Easy To Adopt Business Changes • Workflow Can Be Easily Modified • Resistance To Change • Continuous End-User Involvement • Process Improvement/ Efficiency Gains • Better Work Environment
• More Time To Focus on Core Responsibilities
QUESTIONS & ANSWERS Thank You For Your Participation! For Additional Information Please Contact us @
Miriam Singer [email protected] (305 375-5878) Adil Khan [email protected] (305 375-1436)
