in search of lean teams – strategies to develop effective ... search of lean teams -...

27
© Lean Construction Institute in Search of Lean Teams – Strategies to Develop Effective RFP’s Franco Marinaro, AIA + Marianne O’Brien, FAIA October 6, 2016

Upload: lamanh

Post on 23-Jun-2018

214 views

Category:

Documents


0 download

TRANSCRIPT

Page 1: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

in Search of Lean Teams – Strategies to Develop Effective RFP’sFranco Marinaro, AIA + Marianne O’Brien, FAIA October 6, 2016

Page 2: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

Learning Objectives

2

1. Build an RFP to secure a Design or Design-Build team that can effectively implement Lean principles.

2. Learn how to incentivize the team to follow through with application of Lean practices.

3. Better understand the level of effort and investment involved in competition type proposals.

4. Better create a selection process that is as Lean as the Design and Construction process.

Page 3: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

Agenda

3

1. Developing a Lean Proposal Process 2. Constructing the RFP 3. Inclusion of Stipends & Incentives 4. Q+A

(10)(10)

(5)(10)

key take-away

concept

metric / example

Page 4: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

1 - Process

4

• Why?• What is the problem you are trying to solve?

• Design• Time• Money• Jurisdictional approvals• Constructability challenges

• What delivery methodology will best suit the problem to be solved?

• How much time do you have to invest as Owners in team selection?

• How much control over the team structure is desired?

Lean Design & Construction process starts @ conception of RFP

Early decisions have lasting results

Page 5: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

• Range of Options any or all of the following:

• Request for Qualifications (RFQ)• Request for Proposal (RFP)• Competition• Interview

• Design the Process• Map the process• Understand the investment• Look for waste• Adjust

1 - Process

5

plan the process carefully to allow for impacts & new

information

Page 6: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

1 – Process

6

Page 7: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

1 – Process Example A

7

RFQProcess Map

Page 8: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

1 - Process Example B

8

RFP + InterviewProcess Map

Page 9: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

1 – Process Example C

9

RFP + Competition + InterviewProcess map

Page 10: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

2 - Constructing the RFP - Comparison

10

Case Study Re

spon

dent

Tim

e (h

ours

)

Dolla

rs(e

qual

ized

)

cove

r let

ter

qual

ifica

tions

refe

renc

esw

ork

plan

desi

gn n

arra

tive

draw

ings

rend

erin

gsLe

an p

lan

last

pla

nner

tvd

bim

setb

ased

des

ign

$ co

mm

itmen

tbo

nd

Pros Cons

A 612 $113,220 l l l lspeed, clarity < team

understanding

B 1,945 $359,825 l l l l l l l l l l lgood clarity of team & scope

expensive

C 3,571 $660,635 l l l l l l l l l l l l l lfull understanding of team

expensivepotential lack of scope clarity

balance stipend potential with team’s cost of competing

Page 11: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

2 - Constructing the RFP – Best Practices

11

• Describe Scope• What are you seeking• Size• Location• Provide program breakdown• Indicate complexity• Establish performance thresholds• Set quality benchmarks• Cost targets

• The XX campus of the University of XX is seeking an Executive Architect to perform programming, design, construction documents, bid and construction phase services for a proposed 90,000 GSF XX Building.

• The approximate building footprint area of this multi-story building is between 20,000-25,000 GSF.

Page 12: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

2 - Constructing the RFP – Best Practices

12

• The new building would be built on the site of the existing XX Building (c.1942/1955) which would be demolished. XX not only has seismic deficiencies, but also has spaces and infrastructure incompatible with modern research. The project site is located at the northeast area of the central campus, adjacent to the Central Circle, and framed by the historic XX Building to the east, XX to the north, XX to the west, and XX to the south.

• XX would occupy 2/3 of the new building to create centers of Advanced Catalysis and Translational Chemical Biology. XX would occupy 1/3 of the building to focus on the Engineering Better Health initiative to support growing activities in health and biomedical research.

Page 13: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

2 - Constructing the RFP – Best Practices

13

• The project is anticipated to include significant site related work including utilities relocation, service access, improved pedestrian walkways, and integration of landscaping into the surrounding campus.

• The project will be required to meet the XX Sustainable Practices Policy and meet the prerequisites of the Laboratories for the 21st Century (Labs 21) Environmental Performance Criteria. The minimum level of LEED certification for this project shall be Silver.

• The overall budget for construction would be similar to private sector research buildings of this type with an estimated construction budget of $650/sf.

Page 14: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

2 - Constructing the RFP – Best Practices

14

• Describe Process Goals & Objective• Describe goals clearly• Prioritize them if complex The University’s primary objective in

utilizing the Design-Build approach for this project is to bring the best available design and construction experience and expertise together to work with the University as a team, to successfully meet the unique challenges presented by this project in the most productive and least wasteful manner, including implementation and use of Lean Construction Tools and Methods.

Page 15: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

2 - Constructing the RFP – Best Practices

15

• Describe Program Goals & Objective• Describe goals clearly• Prioritize them if complex The University requests integrated

design concepts that will provide the needed amount of space, with the highest design and construction quality, all within the established MaximumAcceptance Cost.

Page 16: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

2 - Constructing the RFP – Best Practices

16

• Describe Expected Process & Tools• Delivery methodology• Contract basis• Approvals process• Lean tools

• Last Planner• TVD

The project delivery method is expected to be CM/GC at Risk (Construction Manager/General Contractor) but will be confirmed at completion of Phase I. The University may elect to deliver some of the trade packages such as MEPF, curtain wall, and structural, as design build components of the project.

Page 17: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

2 - Constructing the RFP – Best Practices

17

• Describe Behaviors Expected• Design Team• Construction Team• Owner’s Team• Integrated Project Delivery (IPD)• How will project decisions be made• Stakeholder matrix

biggest variable & contingency built into design fee revolves around clarity (or lack thereof) of owner expectations

The University desires to select a cooperative, highly functional Proposer to provide a “design-build” project that fully meets the University’s established needs of program, budget, on-going operations, design standards and site development guidelines. The Design-Build approach is intended to allow designers and contractors to work together to address each of these challenges concurrently, to produce an effective and comprehensive design concept that meets all these needs.

Page 18: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

2 - Constructing the RFP – Best Practices

18

• Describe Submission Expectations• How is the submission to be made• When is it to be made• What is the submission to contain

Responding firms must submit six (6) copies of the proposal, each signed by an authorized representative of the firm. Proposals must be submitted to arrive no later than 12:00 pm, January XX, 2016, addressed to: XX

Page 19: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

2 - Constructing the RFP – Best Practices

19

• Proposals must not exceed 20 pages and shall provide sufficient information to allow the University to evaluate the Consultant’s qualifications based on the above criteria.

• Qualifications statements should outline the specific comparable project experience, including scope, size, and value of work, with client contact information for no more than 6 projects. Qualifications statements should identify key staff that will be committed to the project on a day-to-day basis, include the firm’s fee schedule, and confirm the firm’s ability to start immediately and meet the project schedule.

Page 20: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

2 - Constructing the RFP – Best Practices

20

• Describe Decision Criteria• Who will make the decision• How will the decision be made• What is the criteria for scoring• Will the decision-makers be in the

meetings (if any are held)• Identify if selection is relationship-

based (could be experience in jurisdiction), experience-based (ability to meet specific criteria), fee-based, or best-value

The University will review all proposals and select 3-4 firms for interviews.

biggest process failures are related to not having the decision-makers present through the process

fairness

Page 21: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

2 - Constructing the RFP – Best Practices

21

Major considerations in selection of the firm will be the following:a. Demonstrated experience and excellence in the programming and design of university, institutional or corporate major research facilities.b. Demonstrated firm and staff experience in site planning and university campus urban design.c. Demonstrated experience in state-of-the-art research laboratory design, including chemistry labs, and use of best practices and industry standards to develop flexible, efficient lab space.d. Proven capabilities for providing creative and cost-effective design solutions. Firms should consider that the proposed location for this facility is on a very prominent and visible site on the northeastern edge of the central campus. Firms are asked to submit appropriate graphic material supporting design creativity and excellence.

Page 22: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

2 - Constructing the RFP – Best Practices

22

e. Proven technical, scheduling, and cost management capabilities. Experience with the State Fire Marshal and Division of the State Architects, particularly on University projects within the State of California.f. Experience with institutional clients and building committees.g. Proven experience with target value designh. Qualifications of the Principals and Project Team Members, including clear definition of the primary responsibility of each.j. Ability to provide Professional Liability Insurance in the amount of $2,000,000 Each Occurrence and $4,000,000 per Project Aggregate.

Page 23: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

2 - Constructing the RFP – Best Practices

23

• Architectural Design 75• Civil & LA Design 20• Project Enhancements 75• Sustainability Features 35• Compliance with Program 35• Structural Design 35• MEP Design 75• Project Specifications 15• Mitigation of Negative Impacts 35• Quality Control Plan 20• Project Work Plan 35• Oral Presentation 60

train the team scoring to help assure fairness & consistency within the grading structure

Page 24: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

3 - Stipends & Incentives

24

• Competition Stipends• How much is the thought leadership

worth?• What is the value of the integrated

team’s input?• What happens to the cost of

competition overruns?• Performance Incentives

• Innovation• Enhanced Performance• Safety

There are two incentives that are included in the Maximum Acceptance Cost (MAC).

.1 $500,000 for Performance Incentives as defined in the Supplementary Conditions 3.29.1 A

.2 $50,000 for the Safety Incentive as defined in Supplementary Conditions 3.29.1B

This amount is included in the Maximum Acceptance Cost (MAC) and will be included in the successful Proposer’s Lump Sum Base Proposal.

Page 25: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

Summary

25

• Effective Lean RFP Processes for Lean Teams• Clear understanding of the problem• Match process to problem• Map the process• Look for waste & eliminate• Ensure extraordinary effort and thought leadership is compensated• Reward is high performance teams that are a good match to the criteria set

forward

Page 26: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

Summary

26

1. plan the process carefully to allow for impacts & new information2. balance stipend potential with team’s cost of competing3. biggest variable & contingency built into design fee revolves around clarity (or

lack thereof) of owner expectations4. biggest process failures are related to not having the decision-makers present

through the process5. train the team who is scoring, to help assure fairness & consistency within the

grading structure

Page 27: in Search of Lean Teams – Strategies to Develop Effective ... Search of Lean Teams - Strategies... · in Search of Lean Teams – Strategies to Develop Effective RFP’s ... RFP

© Lean Construction Institute

4 - Q + A

27

• Have your teams matched your expectations? If not, why not?

• Have you invested more in the proposal process than you intended? If so, has it paid dividends? If not, how can it be modified…where is the waste?

• Has your proposal process felt confusing? Where is the negative iteration? Did you ask clear questions and require succinct clear answers?

• Have the teams all seemed the same in the end? Did you ask the project team (rather than marketing individuals) to answer specific questions?