1

Presentation to APWA

Public Works S i

DAVE ZELENOKCITY OF CENTENNIAL DIRECTOR OF PUBLIC WORKS Services

City of CentennialSep 15,2009

DIRECTOR OF PUBLIC WORKS

Presentation to APWA

Public Works S i

ICMA VIDEO CITY OF CENTENNIAL

Services

City of CentennialSep 15,2009

You might be an engineer if...

you use engineer jokes to start the presentation

D012008016OMI3

you use engineer jokes to start the presentation

2

You might be an engineer if...

you take a cruise so you can go on a personal tour of the engine room.in college you thought Spring Break was metal fatigue failure.the sales people at the local computer store can't answer any of your

questions.at an air sho o kno ho fast the sk di ers are falling

D012008016OMI4

at an air show you know how fast the skydivers are falling.you have saved every power cord from all your broken appliances.you see a good design and still have to change it.you spent more on your calculator than you did on your wedding ring.you still own a slide rule and know how to use it.you window shop at Radio Shack.your laptop computer costs more than your car.your wife hasn't the foggiest idea of what you do at work.you've tried to repair a $5 radio.

Incorporated February 7, 2001Approximately 28.2 Square Mil

City of CentennialIncorporated February 7, 2001Approximately 30 square miles and 1500 lane miles

DENVERDENVER AURORAAURORA

D012008016OMI5

Miles

Colorado Springs , AF Academy & Pikes Peak ~ 38 MILESColorado Springs , AF Academy & Pikes Peak ~ 38 MILES

15 MILESLITTLETONLITTLETON

II--2525

Largest cities in Colorado1

Denver 588,349Colorado Springs 376,427Aurora 311,794

City of Centennial

D012008016OMI6

Aurora 311,794Lakewood 140,305Fort Collins 133,899Thornton 110,880Arvada 106,328Westminster 106,195Pueblo 103,805

CENTENNIAL ~100,000 - 110,000•1 – US Census Bureau: http://www.census.gov/popest/cities/SUB-EST2007.html

3

Our Voice, Our Vision, Centennial 20302

Key Vision ElementEfficient and effective government

Action 3 2

D012008016OMI7

Action 3.2Contract for city services at all levels unless

there is a provable advantage to doing otherwise

•2 – http://www.centennialcolorado.com/DocumentView.asp?DID=1116

City Contracts Many public works departments already contract 80%+ (think: asphalt, fuel, construction contracts)

Many researched City budgets for contracted services

Our Voice, Our Vision, Centennial 2030

D012008016OMI8

y y g• 5 – 25% typical city expenditures for services(think: customer service, inspectors, engineers, managers)

City of Centennial budget for contracted services• 81.4% of general fund expenditures for contracted services

Typical city of 100,000 ~ 500 – 1,000 employees• Centennial ~ 40 employees

History and Selection Process

4

Outsourcing in Centennial

•Building Inspection•Animal Services•Sales Tax Collection•Licensing•Development Plan Review –

•Fire Districts•Law Enforcement –

•County Sheriff IGA•Parks Districts•Water & Sewer Districts

D012008016OMI10

p2008 Reverted to City Staff

•CIP Management

•Water & Sewer Districts•Stormwater Districts

History and Selection

2001 - City incorporated from Arapahoe County• IGA for County Sheriff and Public Works

Sept 2007 - Decision to end County Public Works Support in 8 months

D012008016OMI11

Oct 2007 - Merrick & Co. hired to manage transition January 24, 2008 - RFQ February 19, 2008 - RFP Mar 10, 2008 - Selection recommendation to CouncilApril 2008 - Contract negotiated with CH2M HILLJuly 1, 2008 – Contract Public Works Service Began

Service Level Analysis

•Merrick & Company Retained – October 2007•Team Consisted of Experts in:

D012008016OMI12

p•Fleet - Judy Workman•Street Maintenance – George Cicoff•Traffic Engineering– Jim Hauck•Contracts & Acquisition – Mike McAdams•Data and Records Systems – Travis Greiman•Public Works – Dave Zelenok

5

Service Level Analysis

Evaluated Arapahoe County’s Levels of Service•Examples:

D012008016OMI13

p•Snow Routes – # Plows, # Lane Miles •Miles of Street Sweeping•Tons of Pothole Patching•Signs Replaced•Citizen Requests - Call Volumes•Emergency Response Ability

RFQ ProcessThree proposers:

• CH2M HILL OMI• Parsons Commercial Technology Group• RG Consulting Engineers

D012008016OMI14

RG Consulting EngineersInvited to participate in the Request for Proposals (RFP) process

Request for Proposal (RFP) Process

January 24, 2008: RFP process began –• 3 teams “short-listed” to proceed

RFP was made up of two separate submittals:

D012008016OMI15

RFP was made up of two separate submittals:• Written proposal• Cost proposal

City “in-house” model also submitted for comparison purposes. The estimate was sealed.

6

Request for Proposal (RFP) Process (Con’t)February 19, 2008:• 3 teams submitted proposals

Review Process:• Step 1 -- Quality-based selection

D012008016OMI16

p Q yProposals ranked independent of costs

• Step 2 -- Costs reviewed separately • Step 3 -- Costs were compared to the City’s in-

house estimate• Step 4 – Presentation and interviews

Highly Competitive ~ $10 Million Per Year

Selection Recommendation

Largest Public-to-Private Conversion of its Kind in the NationSnow Removal Unique

Building a Public Works Department for CentennialOrganization Chart

D012008016OMI18

7

What does it include?Engineering

D012008016OMI19

What does it include?Pavement Maintenance

•85% of Potholes in 24 Hours•1 000 tons of patching/year

D012008016OMI20

•1,000 tons of patching/year

•45,000 lbs of crack filling•300 Tons of gravel•City pays for asphalt materials

What does it include?Emergency ResponseStormwater –Urban Drainage & Flood Control District

D012008016OMI21

Control District SEMSWATornado – May 2009

8

What does it include?Snow Plowing •One Pass on 689 Lane-Miles in 12 hours

•815 Lane Miles of Non-plowed Residentials

•60 12-hour Call-outs Per Year

D012008016OMI22

•$24,882 per additional Call-out•Real-time GPS Tracking Mandatory

•City pays for deicing chemicals & materials

What does it include?Concrete MaintenanceAsphalt Patching – 3 typesStreet Cut Permits

D012008016OMI23

• + $500,000

P d i RC di

What does it include?Traffic Engineering

•500 New signs per year

D012008016OMI24

•7-year replacement of existing signs

•15,400 feet of preformed stop bars•1.1 Million feet of latex striping•10 Signal Warrants

•16 NTMP Requests evaluated

9

Traffic Services

• Intersection Improvements

• Traffic Impact Studies

•Engineering

D012008016OMI25

• Traffic Impact Studies

• School Safety Assessment

• Crash Analysis

• Central System Operations

• Timing Plans• Inventory

Traffic Services•Traffic Signal System

D012008016OMI26

y• Warrant Studies• Sub-contractor

Management

• Engineering Studies for Signing & Striping Plans

Signs and Pavement Markings•Traffic Services

D012008016OMI27

• Annual Inspection Program

• Maintenance Program

10

• Asset Inventory and Management

•Data Collection and Management

•Administration

D012008016OMI28

• Annual Traffic Count Program

• Program Management

•Neighborhood Traffic Management Program

Traffic Services

D012008016OMI29

g

• Traffic Calming Design

• Plan Implementation

• Priority 1•24 hrs

• Priority 2 •72 hrs

• Priority 3

Request Priority

Avg Time to Close (days)

1 0.42

2 1 21

•Example of February 2009 Performance

Performance Measures Traffic Services

D012008016OMI30

• Priority 3•7-10 days

• Priority 4•Maximize Materials and Efficiency

2 1.21

3 3.87

4 N/A• Quarterly/Annual Reviews• “Compass Report” in Council Packets

11

Transportation PlanningCoordinate with Other Agencies

• Active cooperation with MPO, CDOT, local counties and citiesProvide Support to City Capital Program Management

• Recommendations for 5 and 10-year projectsf S G S

D012008016OMI31

Identify Funding Sources and Prepare Grant Submissions • Federal, state and local

Conduct Transportation and Traffic Engineering Reviews for Development Plans Conduct Traffic Study Reviews for Development Plans

Traffic ServicesTraffic Signals

• Provide operational oversight of 70 signals• Signal timing, coordination and maintenance

Traffic Studies• Evaluate intersection signal warrant studies • Evaluate safety-related concerns - school districts’ requests

D012008016OMI32

Evaluate safety-related concerns - school districts requestsTraffic Sign Inventory and Maintenance

• Inspect and replace on a 7-year schedule• Apply current MUTCD standards

Pavement Markings• Crosswalks, stop bars, striping, other thermoplastic markings

Traffic Services (cont.)Neighborhood Traffic Safety

• Manage and prioritize citizen requests • Make recommendations for improvements

Traffic Accident Analysis• Analyze severity and identify trends

D012008016OMI33

y y y• Use GIS to visually represent trends

Intersection Improvement Program• Inspected for type and condition of traffic control devices,

geometric issues, and sight distance issues• Recommended improvements prioritized and categorized as

major or minor improvements

12

City of Centennial Professional Services

Agreement

Public Works, Traffic Engineering, and Street

Department Services

Centennial Professional Services Agreement

Terms:• Five year term • July 1, 2008 to June 30, 2013 • Renewable at end of initial five year term for

D012008016OMI35

up to 5 additional 1 year terms • Cost control and risk management

―Fuel and material purchases―Snow removal―Required to manage to a fixed budget

Performance standards, reporting and oversight incorporated into contractExamples of performance standards:

• 400 tons of pothole patching per year

Performance Measurements

D012008016OMI36

g y• Primary and secondary snow routes clear in 12 hours• Emergency response as soon as safely practical, but not

to exceed 2 hours; crews on site in 4 hours• Customer calls answered within 2 minutes, 80% of the

timePenalties apply for unsatisfactory and non-performance

13

Performance Standards – Citizen Requests

D012008016OMI37

Benefits

• Pre-determined costs mitigate future cost increases• City redirects snow removal resources in localized storms• “Reach-back”• Contractor can adjust work force to changing demands

D012008016OMI38

• Contractor is incentivized for extensions• NO PERSONNEL WORRIES – no discipline!

Centennial Compensation Schedule

2008 (Jul – Dec) $3,999,907

2009 $8,661,795

2010 $9,238,877

D012008016OMI39

2011 $9,208,577

2012 $8,968,885

2013 (Jan – Jun) $4,592,070

* Includes transition costs

14

Work – Plan vs Actual

D012008016OMI40

Value Exchange

5=30?

D012008016OMI41

5=30?

Contract “Values”

D012008016OMI42

15

Value Exchange Table

2009 EQUIVALENT VALUES OF MAINTENANCE ACTIVITIES

2009Number of units in these columns are cost equivalent to 1.00 units in the Maintenance Activity

Column

Unit Example: 0.091 CY of curb and gutter replacement costs the same as 1.00 T of major patching

Value

Maintenance Pothole Patch Major Crack Gravel ADA Xpan CGSW Curb &

Activity Patch Back Patch Seal Maint Ramp Apron Comb Gutter Sidewalk

U i T T T T T CY CY CY CY CY

D012008016OMI43

Units T T T T T CY CY CY CY CY

Pothole patch T $ 93.00 1.000 1.500 1.755 0.058 3.720 0.175 0.204 0.175 0.160 0.171

Patch Back T $ 62.00 0.667 1.000 1.170 0.039 2.480 0.117 0.136 0.117 0.107 0.114

Major Patch T $ 53.00 0.570 0.855 1.000 0.033 2.120 0.100 0.116 0.100 0.091 0.097

Crack seal T $ 1,600.00 17.204 25.806 30.189 1.000 64.000 3.019 3.501 3.008 2.754 2.941

Gravel maint T $ 25.00 0.269 0.403 0.472 0.016 1.000 0.047 0.055 0.047 0.043 0.046

ADA ramps CY $ 530.00 5.699 8.548 10.000 0.331 21.200 1.000 1.160 0.996 0.912 0.974

Crosspans & Aprons CY $ 457.00 4.914 7.371 8.623 0.286 18.280 0.862 1.000 0.859 0.787 0.840

C,G & SW Comb. CY $ 532.00 5.720 8.581 10.038 0.333 21.280 1.004 1.164 1.000 0.916 0.978

Curb & Gutter CY $ 581.00 6.247 9.371 10.962 0.363 23.240 1.096 1.271 1.092 1.000 1.068

Sidewalk CY $ 544.00 5.849 8.774 10.264 0.340 21.760 1.026 1.190 1.023 0.936 1.000

Street Sweeping LM $ 40.00 0.430 0.645 0.755 0.025 1.600 0.075 0.088 0.075 0.069 0.074

Mowing & ROW AC $ 310.00 3.333 5.000 5.849 0.194 12.400 0.585 0.678 0.583 0.534 0.570

Lane Striping MI $ 3,696.00 39.742 59.613 69.736 2.310 147.840 6.974 8.088 6.947 6.361 6.794

Thermo markings SF $ 13.00 0.140 0.210 0.245 0.008 0.520 0.025 0.028 0.024 0.022 0.024

New sign Install EA $ 194.00 2.086 3.129 3.660 0.121 7.760 0.366 0.425 0.365 0.334 0.357

Lessons LearnedCompanies don’t enjoy gov’t immunity – (a good thing)

• Signal warrants unsupportedMinor Amendments – Make them easy!

• Reimburseables

D012008016OMI44

• Pass throughs• Offsets• Plus-ups• Recompete for similar work?• Exclusive - or can the city go out for other contractors?

Lessons Learned• Quantify what you want• Performance Standards are the key: tons, miles, hours, etc.• Incentives, Self-auditing, Reporting & GPS Tracking• Eliminate Uncertainties for Bidders – Fuel, Asphalt, De-icers

D012008016OMI45

• Allow flexibility to adjust quantities – Trade-offs• Lock-in Experienced Team Up-Front

Dave Kotecki, Craig Faessler, Eric Guth, John Merritt• Eliminate “Nickel & Dime” Changes in Scope• Meet regularly – can’t over-communicate!

16

Lessons Learned

Fuel Taxes may apply (state laws vary)Fuel accountability Define deicing and material storage amounts

D012008016OMI46

Define reporting system – ensure carry-over beyond contract Contractors or true “city employees” Sequester ALL snow $$ - don't be tempted to offer -shortfall

Lessons Learned Dashboard required - burn rateQA/QC program - need one with established standards, how to handle noncompliant subsData Entry - Cartegraph - city-wide system - ensure carry-over at

D012008016OMI47

y g y y ycontract terminationDefine when calls roll to answering system and max hold timesRevenue Generation - street cut permits - resounding successAnnual report provided

Lessons Learned

•Asset Inventory – Critical•Union “Busting?”•Call center feedback QC•“Collection work order” labor hours•Gps on everything and define gps “ping” interval

D012008016OMI48

•Require self-reporting of non compliance•Define your measurements –

•Sign replacement – 2 sided, single post ? •MUTCD standards changing•End of year rollovers – credits to future years??•Define cost adjustment system based on values •Get some professional help!

17

Questions?

D012008016OMI49

Q&A and Discussion

Special Thanks to Craig FaesslerDuane CleereRichard LewisDave KoteckiDave KoteckiKevin McEarchernDario CorreaJacque Wedding- ScottPete CohlmiaDon HowellLisa Taggert

Presentation to APWA

Public Works Services

DAVE ZELENOKCITY OF CENTENNIAL DIRECTOR OF PUBLIC WORKS

City of CentennialSeptember 2009

Dave Zelenokdzelenok@yahoo.com719-491-1547

DIRECTOR OF PUBLIC WORKS