7a Supp
Item No.: 7a_supp Meeting Date: June 10, 2014 International Arrivals Facility IAF Functional Performance Criteria Commission Engagement Plan Program Success Factors Quarter 1, 2014, Program Update 6/4/2014 1 IAF Functional Performance Criteria 6/4/2014 2 IAF Performance Objectives Efficient layout that optimizes airline operations and IAF processes Reduced connect time for passengers and baggage to 75 minutes All terminating passengers clear IAF process in no more than 45 minutes 6/4/2014 3 IAF Planning Defining space program to meet regulatory requirements and performance objectives Matching program scope to processing goal Primary inspection (1900 pax/hr in Phase 1, 2600 pax/hr in Phase 2) Bag claim (6 large devices in Phase 1, 8 large devices in Phase 2) Increase checkpoint lanes for 15 minute wait for transfer passengers Program defines minimum facility requirements for design 6/4/2014 4 IAF Performance Opportunities Automated Passport Control (APC) kiosks for passengers from countries beyond U.S. and Canada Baggage system efficiencies Security checkpoint improvements for connecting and originating passengers Minimize cost and maximize flexibility of future Phase 2 improvements 6/4/2014 5 Commission Engagement Plan Briefings Communications Meetings 6/4/2014 6 Commission Briefings/Communication Quarterly Briefings Design/Construction Status Ongoing Activities Budget Status Schedule Status Guaranteed Maximum Price (GMP) Status Other communications Establish Commission Liaison Extensive individual briefings Visit other Airport projects 6/4/2014 7 Commission Meetings July 22, 2014 Bridge/Tunnel Recommendation July 29, 2014 Authorization to procure as single contract Authorization to publish RFQ Additional funding request August 12, 2014 Quarter 2, 2014 Briefing September 9, 2014 Final IAF Program Definition Final Cost Validation Final Schedule Validation 6/4/2014 8 Commission Meetings (cont.) October 2014 Authorization to publish RFP November 25, 2014 Quarter 3, 2014 Briefing February 2015 Quarter 4, 2014 Briefing May 2015 Authorization to Award Request funding for validation phase Quarter 1, 2015, Briefing 6/4/2014 9 Commission Meetings (cont.) August 2015 IAF Conceptual Design Review Quarter 2, 2015 Briefing October 2015 Authorization to proceed with Design & Construction Authorize full Program Funding November 2015 November 2018 Quarterly Briefings August 2016 GMP Execution 6/4/2014 10 6/4/2014 11 Success Factors for Progressive Design Build Lessons Learned Action Plans 6/4/2014 12 Success Factors 1. Organizational Adaptations 2. Timely Decision Making 3. Detailed and Comprehensive Program Definition 4. Stakeholder Engagement 5. Right Partner 6. Design Review and Control 7. Open Book Accounting 6/4/2014 13 Success Factor: Organizational Adaptations Lessons Learned Create stand-alone, integrated implementation team and empower them Formal and informal partnering throughout the program Streamline decision-making process at the working staff level Involve Finance and Accounting Departments Action Plan PM-CM-DB role definition Confirm alignment of existing CDD procedures per Res. 3605/3628 for PDB Implement co-location for PM/CM/DB team 6/4/2014 14 Success Factor: Timely Decision Making Lessons Learned Program buy-in from the top down Regular reporting to Commission and stakeholders Efficient decision making process Structured stakeholder engagement process Co-Location of Team Action Plan Commission Engagement Plan Establish Senior Management Decision Making Committee (DMC) Define DMC forum, responsibilities and composition Establish decision hierarchy and priorities Push decisions according to priority and to lowest level possible on hierarchy Maintain and monitor decision turnaround 6/4/2014 15 Success Factor: Detailed and Comprehensive Program Definition Lessons Learned Develop complete and well crafted program definition documents Share ownership of the Program Definition Importance of DB validation process Action Plan Preparation of Program Definition currently in progress Identification of ancillary and/or enabling projects currently in progress Comprehensive DB Validation first DB deliverable 6/4/2014 16 Success Factor: Stakeholder Engagement Lessons Learned Shared ownership throughout organization / team Structured stakeholder engagement process Stakeholder involvement key to making timely decisions Focused management of stakeholder engagement Action Plan Commission Engagement Plan Stakeholder Engagement Plan in progress Stakeholder interviews and visioning completed, workshops ongoing Senior Management Decision Making Committee Airline Technical Rep engaged 6/4/2014 17 Success Factor: Design Builder Selection Lessons Learned Team selection single most important success factor "It's all about the people" Partnering and collaborative process yields the best results Action Plan Qualifications based selection process Organizational commitment to support selection process Interactive work-sessions with shortlisted teams Relevant experience of proposed teams key differentiator 6/4/2014 18 Success Factor: Design Review and Control Lessons Learned Structured stakeholder engagement Embrace new technologies for efficiency Early planning of permits and inspections Action Plan Ongoing collaborative reviews / DMC reviews Ongoing cost estimating and reconciliations Extensive use of Building Information Modeling Extensive use of electronic collaboration tools Rigorous requirements for design QA/QC Peer reviews 6/4/2014 19 Success Factor: Open Book Accounting Lessons Learned No surprises mentality Transparency Establish an affordable budget GMP collaboration Select DB team with open book "culture" Trust but verify Action Plan Experience with open book included in qualifications based DB selection Contract will spell out open book requirements / practices GMP fully transparent process GMP will further clarify definitions for costs, reserves, etc. 6/4/2014 20 IAF Program International arrivals on South Satellite and Concourse A Bridge or tunnel connection from South Satellite to Concourse A IAF Qtr 1, 2014 21 IAF Budget Status Financial data as of end of Q1, 2014 International Current Estimate Current Expended to Estimate at Arrivals Facility Authorizations Date Completion Phase 1 $316,000,000 $8,500,000 $281,000 $316,000,000 Phase 1 (2014-2018) to provide the entire building envelope, sterile corridors, a connector (bridge or tunnel) between the South Satellite and FIS, and interior improvements to accommodate short term growth projections. Anticipated completion during 4th quarter of 2018. Phase 2 $28,000,000 $0 $0 $28,000,000 Phase 2 (2019-2023) expands the FIS facility in time to accommodate long term growth and completes improvements in the International Arrivals Facility to expand throughput capacity. Qtr 1, 2014 22 IAF Metrics Financial data as of end of Q1, 2014 Program Performance Current Budget Authorized Expended to Date Phase 1 & 2 $344,000,000 $8,500,000 $281,000 Schedule % Planned 4% Actual 4% Complete Planned values for the Budget and Schedule reflect early programming targets and assumed earlier resource availability than has occurred. Spending rate has increased significantly during the second quarter. 23 23 IAF Schedule 2014 2015 2016 2017 20182018 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Executive Summary Program Definition Planning Cost/Schedule Validation & Project Notebook Design Standards, Requirements & Visioning DB Firm Procurement RFQ Auth. Schedule DB Firm Selected Auth. RFP DB Contract Negotiationon DB Award Authorization DB Concept Design & Cost/ Schedule Validation Time Now Design (to budget) Subcontractor Procurement Design/Construction Authorization Construction IAF Open Commissioning & Closeout Final Completion Qtr 1, 2014 24 IAF Accomplishments (Narrative for 01/2014 05/2014) Hired a new IAF Program Finalized staffing plan for Leader project management staff Obtained Commission Held 21 stakeholder Authorization to allow the interviews for program Sustainable Master Plan definition development consultant to complete Developed risk and trend planning and project registers, regular trend definition meetings established Three IAF Port staff team Selected Airline Technical members passed Design Rep Build Institute of America Presented Project Delivery (DBIA) certification exams Briefing for Port Commission Qtr 1, 2014 25 IAF In Progress (Narrative for 01/2014 05/2014) Stakeholder kick-off meeting Construction management staffing plan Workshops with stakeholders for further program definition Enabling projects identification; interior and exterior Coordination meetings with Project Notebook development CBP, TSA and other Request for Qualifications (RFQ) regulatory stakeholders for the Design-Build team Program budget conversion Tunnel or bridge decision from design-bid-build template to PDB template Planning/ programming analysis with Sustainable Master Plan Qtr 1, 2014 26 consultant IAF Issues Additional technical analysis of the South Satellite to Concourse A connector will delay bridge or tunnel decision and advertisement of RFQ Program budget may increase due to new scope being added to the IAF, such as airline moves Qtr 1, 2014 27 New International Service (insert photo of turret salute) June 2, 2014 Delta Air Lines -Seattle to Seoul 6/4/2014 28
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