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Title

Middle Tennessee State University

Two Phase Campus Bike Share Infrastructure and Education Project

ET 6300 - PMI Project Management

Dr. Charles Perry

Graduate Group - II

Michael D. Glenn
Contact Author via Linkedin

David O’Brien

Danrence L. Parson

Stephen C. Roberts

William E. Harper

Contents:

⇪1. Executive Summary:

The intention of this project is to implement a program that will promote a healthier and more efficient lifestyle, educate students and faculty members at MTSU of safe cycling practices, and provide students with a timely, flexible, and healthy means of intra-campus transport. The two primary deliverables are successfully deploying the infrastructure necessary to support an efficient and safe bike sharing program and to providing adequate education to the bike share customers on bicycle safety.

The primary problem this project addresses is reducing intra-campus traffic and increasing the ease of student travel across campus. An estimated 11,000 vehicles park on campus each day, most of which carry only a single individual. While infrastructure such as satellite lots and future parking garages may provide parking spaces for those vehicles, intra-campus navigation can be challenging for many students.

This project recognizes the campus has a bus system; however, busses do not always reach a desired location at a convenient time and/or do not travel in the direction of a desired destination. The bike share program is not intended to compete with or replace the campus bus system, but enhance it by alleviating overcrowding during peak commuting times. An added benefit of this program is offering students an active means of reducing the overall carbon footprint of campus.

The project will be completed in two phases. Phase I will provide a small scale bike share program and Phase II will provide additional enhancements and expansion to increase ease of use, encourage student use of the program, and provide greater access to bikes. The estimated total cost of Phase I is $38,160 and Phase II is $119,005.

⇪2. Project Description

        2.1 Project Scope

⇪                2.1.1 Scope Statement:  

A two-phase program and infrastructure plan to reduce accidents and incidents occurring between motorized-vehicles and bicyclists as well as between bicyclists and pedestrian traffic. The project includes the implementation of a student bike rental program and installation of two open air pavilions with solar-powered electronics located at the Greenland Drive and Rutherford Blvd. lots, bike paths through campus, and signage educating both cyclists and motorists of safe travel practices. All construction will conform to standards, codes and MTSU guidelines. In addition, all local and federal safety codes and regulations will be followed. Civil and electrical engineers will be consulted for the design and code requirements for the project.

The bike rental program will be overseen by Campus Recreations Outdoor Pursuits including rental operations and maintenance of the bike fleet. Structurally robust bikes with integrated GPS tracking systems will be used for the bike fleet. Design planning will be conducted by the Campus Planning Office (with assistance from students from this project group). Phase I is currently funded by MTSU Green Energy Fees with an allocation of $38,160 and scheduled to start construction May 01, 2013 and be fully operational by August 31, 2013. Phase II will increase the overall bike fleet, add three additional pavilions, and install a card swipe rental interface system at all new and existing pavilions. Phase II will be funded through a combination of grants and a MTSU Green Energy Fee application and will start May 01, 2014 and be completed by July 31, 2014. The overall budget for Phase II is $119,005.

⇪2.1.2  WBS and Index

2.2 Project Deliverables

                2.2.1 Campus Bike Rental Program

                        2.2.1.1 Phase I

2.2.1.1.1. Research based, self-sustaining bike rental program

2.2.1.1.2. Two solar powered pavilions with racks for 15 bikes

2.2.1.1.3. Ongoing program activities (rental, maintenance) carried out by Outdoor Pursuits Program

2.2.1.1.4. Two miles of dedicated bike paths

2.2.1.1.5. Signage indicating safe routes through campus, proper cycling etiquette based current state laws and campus guidelines, and proper motorist conduct in the presence of cyclist.

2.2.1.2 Phase II

2.2.1.2.1. Expansion of Phase I based on data collected on program

2.2.1.2.2. Three additional solar powered pavilions with racks.

2.2.1.2.3. Sixty additional bikes added to rental fleet

2.2.1.2.4. Ten card swipe stations to be distributed at pavilions and Outdoor Pursuits location to serve as primary rental interface.  

2.2.1.2.5. Addition and updated signage indicating safe routes through campus, proper cycling etiquette based current state laws and campus guidelines, and proper motorist conduct in the presence of cyclist.

                2.2.2  Education of Campus Community

                        2.2.2.1 Rental System

2.2.2.1.1. Marketing campaign designed to encourage MTSU students to use satellite parking lots located around campus and to navigate the campus using a network of bike lanes and bike paths through campus.

2.2.2.1.2. Current student body will marketed through the following avenues: MTSU website, Pipeline, Sidelines, Facebook, and Twitter.

2.2.2.1.3. Prospective students will be made aware of the program through Customs.

                        2.2.2.2 Cyclist

2.2.2.2.1. Student program will provide through the Outdoor Pursuits Program a three hour session for students during the first week of classes that educates new and returning students on their transportation options within the campus.

2.2.2.3 Motorist

2.2.2.3.1. Signage indicating safe routes through campus, proper cycling etiquette based current state laws and campus guidelines, and proper motorist conduct in the presence of cyclist.

2.3 Constraints and Assumptions

        2.3.1 Constraints

2.3.1.1 The implementation will occur over summer; therefore, constraining the project timeline.

                2.3.1.2 The project is constrained by budget

2.3.1.3 Design and robustness of the mechanical and electrical systems of the card-swiping system, bicycles, racks, and pavilions

                2.3.1.4 Limited space for bike lanes in existing infrastructure

        2.3.2 Assumptions

2.3.2.1 Phase I of project is currently approved and all funding is provided through a “Campus Green Fees” allocation.

2.3.2.2 A rental process can be implemented to make check in and out of bikes convenient enough for students to use the bikes

2.3.2.3 Students will use the bike sharing service.

2.3.2.4 Painting for the bike lanes.

2.3.2.5 Cost to expand with buried cable (in front of rec center)

2.3.2.6 MTSU student enrollment will continue to grow

2.3.2.7 Students would prefer to ride bikes as opposed to walking to class

2.4 Potential Risks and Categories

                2.4.1 Technical

                        2.4.1.1 Solar panels do not provide designed power

2.4.1.2 Bikes do not last through their life cycle and need to be replaced.

2.4.1.3 Bike payment system graphical user interface is not as user-friendly as college students require.

2.4.1.4 Bike payment system cannot maintain consistent connection to the internet.

2.4.2 Project Management

2.4.2.1 Time frame to implementation is increasing and may over work the Project Manager

2.4.2.2 Communication between all stake holders is potentially difficult because of the breadth of the project.

2.4.3 Organizational

2.4.3.1 MTSU delaying approval of project causing a new round of planning

2.4.3.2 MTSU not allowing campus personnel to work on the project

2.4.4 External

2.4.4.1 A new bike shop opens in Murfreesboro that also rents bikes.

2.4.4.2 Inclement weather could delay installation of bike stations.

2.4.4.3 Third party payment processing company could fail or have down time.

        2.5 Integrated Project Reviews

                2.5.1 Project Metrics

2.5.1 Weekly status meetings with subcontractors to review progress and review safety concerns (including near misses)

2.5.2 Estimate tracking plan using state approved timberline software

                        2.5.3 Resource utilization vs. plan

2.5.3.1 Labor will be monitored with daily activity reports to ensure subcontractors have supplied their quoted man hours chared to the project

2.5.3.2 Architect/Engineers request copies of material receipts to test true efficiency of design

2.5.4 Technical objectives

2.5.4.1 solar panels, fan design, performance

2.5.4.2 card readers performance

2.5.4.3 bicycles, durability, performance

        2.6 Interdependence with other projects

2.6.1 MTSU Campus Master Plan

2.6.2 MTSU Transportation

⇪3. Key Resource Requirements

⇪        3.1 Stakeholder Listing

                3.1.1 Michael Glenn – Project Manager

                3.1.2 Stephen Roberts

3.1.3 Darren Parson

3.1.4 David O’Brien

3.1.5 MTSU Green Energy Fee Committee – Sponsor

                3.1.6 Middle Tennessee State University Student Body– Customer

                3.1.7 Josh Stone - MTSU Outdoor Pursuits Campus Rec.

                3.1.8 Ron Malone- MTSU Transportation

                3.1.9 Electrical Contractor-Bid Winner

                3.1.10 Contractor Constructing Pavilions - Bid Winner

                3.1.11 Contractor Construction Bike Paths -Bid Winner

⇪        3.2 Team Structure

                3.2.1 Organizational Roles/Responsibility

                        3.2.1.1 Michael Glenn -Project Manager

                                3.2.1.4.1 Coordinate testing of card swipe system

3.2.1.4.2 Point of Contact for State of TN Sign Division

3.2.1.4.3 Oversee student marketing campaign 

                        3.2.1.2 Stephen Roberts

                                3.2.1.2.1 Bike storage design

                                3.2.1.2.2 Maintenance system for bikes

3.2.1.2.3 Audit of tools for bikes

                                3.2.1.2.4 Spare parts audit and inventory

                        3.2.1.3 Darren Parson

                                3.2.1.3.1 Superintendent

                                3.2.1.3.2 Conduct bi-weekly progress meetings

                                3.2.1.3.3 Enforce OSHA safety regulations

                        3.2.1.4 David O’Brien

                                3.2.1.4.1 Point of contact with Campus Planning

                                3.2.1.4.2 Lead in bike path design

                                3.2.1.4.3 Lead in designing signage

                                3.2.1.4.4 Student body representative

                                3.2.1.4.5 Process data collected after start of Phase I

                        3.2.1.5 MTSU Green Energy Fee Committee – Sponsor

3.2.1.5.1 Sponsor of both phases of project through project application submission

3.2.1.6 Middle Tennessee State University Student Body– Customer

        3.2.1.6.1 Utilize bikeshare program to fullest potential

3.2.1.6.2 Bring questions, issues, concerns, and suggestions to Project Student Body Representative (David O’Brien)

3.2.1.7 Josh Stone - MTSU Outdoor Pursuits Campus Rec.

3.2.1.7.1 Submit proposals to MTSU Green Energy Fee Committee for both phases

3.2.1.7.2 Oversee daily operations of program

3.2.1.7.3 Gather data necessary for improvements to Phase II

3.2.1.7.4 Interview, hire, and train personnel for bike maintenance and rental operations

3.2.1.8 Ron Malone- MTSU Transportation

3.2.1.8.1 Aid project designers in integrating project into campus transportation plan to enhance intra-campus travel

3.2.1.9 Electrical Contractor-Bid Winner

3.2.1.9.1 Perform all electrical work required by the project design in a safe and timely manner according to campus standards

3.2.1.10 Contractor Constructing Pavilions - Bid Winner

3.2.1.10.1 Perform all pavilion construction work required by the project design in a safe and timely manner according to campus standards

3.2.1.11 Contractor Construction Bike Paths -Bid Winner

3.2.1.11.1 Perform all bike construction work and striping required by the project design in a safe and timely manner according to campus standards

3.3 Equipment and Facilities

3.3.1 Facilities

                        Construction Trailer for construction office and meetings

Storage shed for bikes and maintenance.

3.3.2 Tools

                        Hammers (normal and sledge)

Miniature hand saw

Multimeters

Wire (various gauges)

Flashlight

Wire strippers

Labeling machines

Power saw

Screw and nut drivers

Measuring tape

Hand notcher

Hand seamer

Various safety equipment (Helmet, goggles, N-95 mask)

Painting equipment

Computer (preferably laptops)

All in one printers (copy, fax, scanner and print)

Calculators

Safety Signage

Scaffolds

Paint brush

Paint rollers

Anti-static devices

Power supply tester

Battery tester

Compressed air to clean equipment

Torque screwdrivers

Wire cutters

Ladders

3.4 Materials/Component Parts

                        5 Custom Bike Pavilions

                                2 Phase I

                                3 Phase II

                100 Bicycles

15 Phase I

85 Phase II

Bicycle Part Number: 1z83347-11

                20 Gallons Road Paint - White

                14 Bike Share Custom Signs

                13 Roadway Bike Signs

                Bike Repair Shop Materials

        3.5 Vendors

                3.5.1 Home Depot

                3.5.2 Murfreesboro Fabrication & Rental

                3.5.3 TN Bike Specialty Tools, Inc.

                3.5.4 State of TN Sign Division

                3.5.5 RoadSigns.com

                3.5.6 Sherwin Williams Paint

        3.6 Constraints and Assumptions

3.6.1 Constraints

3.6.1.1 Budget limit of $ 170,000.

                        3.6.1.2 Construction doing hours only.

                        3.6.1.3 Road closures will be necessary for paint to dry.

3.6.2 Assumptions

                        3.6.2.1 Home Depot can supply incidental parts.

3.6.2.2 Murfreesboro Fabrication can supply the bike stations on time.

                        3.6.2.3 The bikes lanes can fit in existing roads.

3.6.2.4 MTSU staff members can support the project while working.

3.6.2.5 Product Orders (Pavillion, bike racks, solar panel) will  be correct.

⇪4.0 Budgeted Cost (in USD)

        4.1 Non-Recurring

                4.1.1 Labor

                4.1.2 Materials

4.1.3 Contingency

4.2 Recurring

⇪5.0 Project Schedule

        5.1 Project Master Schedule

5.2 Major Milestones and Data

                5.2.2 Risk Reduction

                        5.2.2.1 Tennessee One Call - Underground Utility Location                        

        5.3 Constraints and Assumptions

                5.3.1 Constraints

5.3.1.1 Implementation will occur over summer, contraining the project timeline.

                        5.3.1.2 Contrained by Firm Fixed price budget.

5.3.1.3 Design and robustness of the mechanical and electrical systems of the card-swiping system, bicycles, racks and pavilions.

5.3.1.4 Limited space for bike lanes in existing infrastructure.

                5.3.2 Assumptions

5.3.2.1 Rental process can be implemented to make check in and out of bikes convenient enough for students to use bikes.

                        5.3.2.2 Students will use bike sharing services.

                        5.3.2.3 MTSU enrollment will continue to grow.

5.3.2.4 Students must prefer to ride bikes as opposed to walking to class.

⇪6.0 Supporting Plans

        6.1 Risk Management Plan

6.1.1 Risk identification

6.1.1.1 Key team members along with an expert in traffic engineering held a risk identification meeting to document potential risks to the project.

6.1.1.1.1. Safety Evaluation performed on standard Activity Hazard Analysis (AHA) form

6.1.1.1.2. Each subcontractor responsible to identify their specific safety hazards

6.1.1.1.3. Subcontractor responsible for mitigation of safety issues

6.1.1.1.4. Historical information reviewed/considered

6.1.2 Risk management

6.1.2.1. The risks were entered into the risk register and plans were developed by the key team members to respond to documented risks.

6.1.2.2. Specific risks and respective response plans included in project plan

The top three risks (in order of importance):

6.1.2.2.1. Doesn’t meet a 10% reduction in intra campus traffic

6.1.2.2.2. Significant increase in vehicle and bike collisions

6.1.2.2.3. Operating expenses can not be satisfied with rental revenue

Response Plan:

6.1.2.2.4. Increase marketing efforts to promote bike share program.

6.1.2.2.5. Increase education component and add additional signage

6.1.2.2.6. Research grant opportunities and examine current sources of cost and revenue

6.1.2.3. Key stakeholders and appropriate team members meet bi-monthly

6.1.2.4.Team members noticing a critical risk that can not wait for the bi-monthly meeting should notify the risk project manager Michael Glenn at 800.755.9999

6.1.2.5. Critical incidents will be reported in writing to the project manager  on weekly basis

6.1.2.6. Expert Consultation

6.1.2.6.1. Electrical Engineer

6.1.2.6.2. Civil Engineer

6.1.2.6.3. IT Engineer

6.1.3. Risk Budget

6.1.3.1. $7,500 of total project budget for Phase I and $7,500 for Phase II will be allocated as contingency totaling $15,000

6.1.3.2. Emergency Vendor/Subcontractor have been identified and prices have been guaranteed if primary vendors/subcontractors fail to honor their contracts.

6.1.3.3. Additional marketing efforts to promote bike sharing program

6.1.3.4. Project crashing

6.1.3.5. Hiring additional consultants

6.1.4 Risk Analysis

6.1.4.1. Risk Analysis discussed at bi-monthly meetings in terms of Cost Variance and Schedule Variance

6.1.4.2. Appropriate actions intended to limit or reverse negative results of Cost/Schedule Variance will be determined by key stakeholders and appropriate team members.

6.1.4.3. Should the Cost/Schedule Variance be at or greater than +/-5% at any given time an emergency meeting will be called for key stakeholders and appropriate team members.

6.2 Cost Management Plan

6.2.1 Invoices for purchases of labor, materials, equipment recorded in Excel and backed up to Google Drive

        6.3.2 Invoices signed off by appropriate team members.

        6.3.3 Bi-monthly meeting to discuss Cost Variance and Estimate to Complete

6.3.4 Meeting minutes documented and executive summary sent to project manager

6.3 Test Plan

        6.3.1 Phase I Pilot Test - 4 weeks

6.3.1.1 The program will operate at 50% capcity (i.e., half of the bikes will be put in service).

6.3.1.2 Those students that enroll in the bike share program at the beginning of the piolt test will be credited one month of free access.

6.3.1.3 All functions excluding charging of students will be perfomred (maintence, answering questions, assignment of bikes, etc.)

6.3.1.4 An online survey though survey monkey will be distrubuted at week 3 of the pilot test asking participants questions regarding satisfaction with the program and staff.

6.3.1.5 At the end of the pilot test survey results will be analyzed and corrections made before full scale implementation.

6.3.2 Phase II Card Swipe System Test

                6.3.2.1 Bike racks with card swipe installed

                6.3.2.2 Card swipe networked with university

6.3.2.3 Card swipe vendor provides training to appropriate personnel regarding functioning of system and troubleshooting

                6.3.2.4 Project team issued swipe cards with credits to test system

6.4 Vendor Management Plan

        6.4.1. Due diligence is performed by project manager for potential vendors

6.4.2. Potential vendors are selected according to University established procedures

6.4.3. Vendor agrees to work with Middle Tennessee State University

6.4.4. Contracts are written including:

6.4.4.1. Responsibilities

6.4.4.2. Authority

6.4.4.3. Applicable law – under whose law will contract fall

6.4.4.4. Technical and business management approaches

6.4.4.5. Contract financing

6.4.4.6. Schedule

6.4.4.7. Payments and price

6.4.5. Both parties agree and sign contracts

6.4.6. Vendor begins work

6.4.7. Vendor provides status updates at the end of each month

6.5 Quality Plan

6.5.1 Interview of key stakeholders including (Ron Malone -  Asst. V.P. Events &   Transportation and Josh Stone - Associate Director, Outdoor Pursuits and Programs)

6.5.2 Incorporate feedback from stakeholders

6.5.3 Review submittals (product data) to ensure products are high quality and match specifications.  Submittal log will be used as checklist

6.5.4 All submittals must be approved before installation begins

⇪Member Signatures 

_______________        Date: _________

Michael D. Glenn                        

Contact Author via Linkedin

_______________        Date: _________

David O’Brien                        

_______________        Date: _________

Danrence L. Parson                        

_______________        Date: _________

Stephen C. Roberts                        

_______________        Date: _________

William E. Harper