Government Industry Forum October 31 2006 Sponsored by the Federal Facilities Council www nationalacademies org ffc Performance Based Asset Management Maintaining and Preserving Lighting Assets in the District of Columbia Submitted September 1 2006 Submitted to Engineering Construction and Facilities Asset Management A Cultural Revolution The National Academies Authors Michael Dorsey Streetlight Asset Manager District of Columbia Department of Transportation DDOT 2000 14th Street NW 7th Floor Washington DC 20009 Phone 202 671 2235 Fax 202 671 0619 michael dorsey dc gov Charlene Dickens Engineering Technician DDOT 2000 14th Street NW 7th Floor Washington DC 20009 Phone 202 671 1572 Fax 202 671 0619 charlenea dickens dc gov Eloisa Raynault Project Manager Transportation Engineer Science Applications International Corporation SAIC 1710 SAIC Drive MS T1 12 3 McLean VA 22102 Phone 703 676 5345 Fax 703 676 2432 eloisa t raynault saic com Mark Robinson Ph D P Eng Program Manager SAIC 1710 SAIC Drive MS T1 12 3 McLean VA 22102 Phone 703 676 2384 Fax 703 676 2432 mark d robinson saic com 1 Government Industry Forum October 31 2006 Sponsored by the Federal Facilities Council www nationalacademies org ffc Introduction The District of Columbia Department of Transportation DDOT Traffic Services Administration TSA entered into a performance based contract with a contractor Severn Cable in May 2006 to provide performance based asset management services for specific lighting systems within the District of Columbia Performance based asset preservation aims to rehabilitate and maintain roadway assets such as lighting systems while reducing overall rehabilitation and maintenance costs by encouraging innovative cost effective flexible preservation strategies Under this contract Severn Cable will assume the responsibility for rehabilitating and maintaining lighting systems along all of the District s alleys streets highways underpasses bridges including navigation lights overhead guide signs and Welcome to Washington signs Severn Cable will also take over responsibility for the electrical control system for the Douglass Bridge This is a 5 year project that covers all of the eight Wards in the District of Columbia shown in different colors in Figure 1 map courtesy of http citizenatlas dc gov Figure 1 Map of the District s eight wards 2 Government Industry Forum October 31 2006 Sponsored by the Federal Facilities Council www nationalacademies org ffc Performance based Asset Management at DDOT Performance based asset management is an innovative contracting technique where the contractor is told what to achieve rather than how to achieve it The District of Columbia will measure Severn Cable s performance against an established set of performance standards and determine contract incentives and disincentives accordingly Due to the large scale of this project the selected contractor needs flexibility and the ability to manage and direct their own work A performance based contract provides this as well as the ability to use innovative methods to accomplish the desired goals Yet this contracting technique is not new to DDOT In fact DDOT established itself as a leader in this field in 1999 by procuring a private contractor to rehabilitate and maintain all DDOT assets from right of way to right of way excluding traffic signals on the National Highway System NHS segments of the District At the time that contract was the first urban performance based asset management effort of its kind in the United States While the NHS contract has since concluded the District was interested in continuing the use of performance based contracting based on its usefulness Maintaining and Preserving Lighting Assets DDOT TSA is now extending that concept to its lighting services throughout the entire District of Columbia Historically these services have been covered by a number of separate contracts covering the different types of lighting work with DDOT TSA acting as the asset manager Under this new contract a number of the individual contracts will be merged into one with Severn Cable acting as the asset manager under DDOT TSA supervision The activities required under this contract include A Regularly monitoring and recording the condition of all lighting assets within the covered system and informing the District of that condition B Repairing rehabilitating and maintaining the lighting assets as defined in the contract within the covered system C Ensuring that the District is notified immediately of all maintenance needs for which the contractor is not responsible under this contract and D Regularly monitoring the condition of exercising repairing and maintaining the electrical control systems for the Douglass Bridge DDOT encourages the contractor to propose innovative techniques and materials including techniques and materials not currently used by the District By encouraging the use of innovation the District hopes to enhance safety and the value of the assets under this contract while minimizing maintenance and other costs Severn s personnel will work with the District and will be held accountable to the same standards of behavior confidentiality and workmanship as District personnel As noted in the project contract all of the work performed by Severn must be in accordance with District and other applicable rules guidelines and standards Under the DC NHS contract DDOT learned that it is important to specify how innovative technologies will be approved if they differ 3 Government Industry Forum October 31 2006 Sponsored by the Federal Facilities Council www nationalacademies org ffc from the standard specifications By specifying a reasonable process in the RFP package the contracting agency avoids risk and reduces uncertainty A good approach may be to form an evaluation panel for innovations The contractor must supply all of the labor materials and equipment necessary to perform all tasks and meet the performance standards The performance standards are the acceptable level of service for each of the performance measures provided these are defined as the Good or 4 level for each performance measure An example of a performance measure is provided in Table 1 the performance standard for this measure has been highlighted Table 1 Performance measure and performance standard example Maintenance Category Maintenance Element Performance Measure PM Alley Street Highway and Miscellaneous Lighting Rehabilitation and Maintenance Lights
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