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Clark County andSubmittal Exchange

Las Vegas is experiencing record numbers of visitors to

the city, creating unique infrastructure challenges for

the Clark County Department of Public Works (CCPW),

which manages construction projects throughout the Las

Vegas metro area. Like many counties that support a

major metropolitan area, Clark County faces a long list

of potential projects and needs to find clever ways to

increase efficiency while carefully controlling costs. With

a team of just three project managers, CCPW oversees

35 to 40 projects annually and manages a construction

budget of $350 million – ranging from a $120 million

airport beltway construction project to a $300,000

drainage build out and repair. Even while running a lean

operation, CCPW has been able to focus on project

quality and vendor relationships, earning them a

reputation as an owner that contractors and architects

want to do business with.

Finding a New Document Management ProcessSometimes making a change requires a spark. When

support was discontinued for the document

management system previously used by the county’s

Department of Public Works, Mike Mamer, Assistant

Manager- Public Works, had a choice to make. The safe

options were to invest heavily in IT infrastructure and

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Clark County andSubmittal Exchange

make the existing process work or revert back to

spreadsheets to track documents manually. On the

other hand, there was an opportunity to invest in

technology that would provide the Clark County

Department of Public Works a more effective document

management process and would support the county’s

needs for years to come. “It’s about succession,” Mamer

says. “We wanted to make sure the next generation was

in a good place, so they can focus on the quality of th

project.” Clark County leads Southern Nevada in

population and visitor growth, driving demand for

construction projects. Mamer and his team sought a

solution to increase work capacity and maintain quality

without increasing project staff or costs.

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The “Cloud-Based” SolutionBefore Submittal Exchange®, Clark County’s document

management solution was stored on an internal server

and not accessible to the external project team. As a

result, Mamer estimates just 25 percent of documents

were uploaded to the system with the remaining

documents stored as paper copies. Not only time

consuming, this practice put the county at risk if

documents were lost or damaged. With Submittal

Exchange, all the documents are saved digitally and

archived at the end of the project. Now, the file cabinets

in Clark County’s construction office are empty and the

warehouse storing old documents is gone. “That was the

old way of doing business,” Mamer adds. “We figured if

we were going to be indirectly paying for the document

management system anyway, we might as well decide

how it is done.” There is a value to consistency and

owning the documentation.

Selecting Submittal Exchange and moving CCPW’s

document management system to the cloud helped

Mamer and his team eliminate disaster recovery

concerns, become the owner of record for all their

construction documents and make the entire project

team more effective. “We now have a great cloud-based

storage solution that gives you piece of mind that all of

the documents are at your fingertips,” Mamer says.

“Knowing that these documents are going to be

retrievable in the future is huge for government

agencies.”

The Clark County Department of Public Works

immediately saw improvements in efficiency, Mamer

said. By configuring Submittal Exchange to create more

“It’s about succession. We wanted to make sure the next generation was in a good place, so they can focus on the quality of the project.”

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than 30 logs including survey requests, submittals,

quality control and close outs Mamer’s team is able to

automate the approval workflows to ensure the team is

able to review necessary documents. Now they can

schedule due dates for critical documents, send

automated reminders for upcoming deadlines, identify if

someone from the project team is causing a delay and

intervene before it impacts the project schedule.

Why Clark County Chose Submittal ExchangeSubmittal Exchange’s Client Relationship Consultants

made the transition simple. Instead of implementing a

lengthy and cost-prohibitive migration from one large

enterprise software to another, CCPW worked closely

with the Client Relationship team to configure Submittal

Exchange to meet the specific needs of their civil

construction projects. Investing the time upfront

allowed CCPW to build a project template designed

specifically for them and allowed new projects to be set

up in about an hour. Knowing that the Submittal

Exchange support team would always be available to

provide unlimited training to the Clark County

Department of Public Works’ partners and to train new

Project Managers when the day comes for the current

team hang up their hard hats provides comfort that the

next generation would be in a good place where they

could focus on the quality of construction instead of

processes or IT challenges. With Submittal Exchange, the

Clark County Department of Public Works can continue

to meet the civil construction needs of the community

while saving time, improving efficiency and investing in

the future.

“Knowing that these documents are going to be retrievable in the future is huge for government agencies.”

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