PEPS DIVISION March 2018 - May 2, 2016 - ACEC Dallas
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PEPS DIVISION March 2018 Texas Department of Transportation, Right of Way Division May 2, 2016
PEPS Trivia
10
$70 Billion
>1,600
? Number of invoices processed annually
Number of WA executed annually
Number of contracts executed annually
?
$7 Billion Number of PEPS Employees
120 UTP Authority
>350 Annual procurement for FY18
?
$1.4 Billion Annual Letting Authority
>12,000 Texas ranking in the world economy
2
Mission
Mission
Work with our TxDOT customers
and external partners to procure
the most qualified consultants to
deliver effective solutions for
Texas
Goals
Deliver the right projects; Focus
on the Customer; Foster
Stewardship; Optimize System
Performance; Preserve our Professional Engineering Procurement Services
Assets; Promote Safety, and represents the consolidated procurement
Value our Employees organization supporting engineering, architectural
and surveying contracts
Values
People, Accountability, Trust,
Honesty
3
PEPS - Functional Organization
Deputy Director Executive Assistant
Lucio Vasquez, PE PEPS Division Director Kristina Kottke
512-416-2039 Martin Rodin, PE 512-416-2037
512-416-2038
Business
Center of Excellence Austin SCM El Paso SCM
Operations
Dan Neal, PE Charles Davidson, PE Efrain Esparza, PE
512-416-2667 512-832-7315 915-790-4313
Roy Gonzales
512-416-2034
Central SCM Ft. Worth SCM
Jaime Vela, PE Norma Glasscock, PE
512-416-2007 817-370-3675
SCM for Divisions Houston SCM
Kori Rodriguez, PE Gail Morea, PE
512-416-2268 713-802-5795
Dallas SCM San Antonio SCM
Joe Jancuska, PE Larry Wenger, PE
214-320-6187 210-615-5971
FTE Allocation: 120
4
PEPS - Leadership Organization
Austin Service Center – Charles Davidson
Dallas Service Center – Joseph Jancuska
Fort Worth Service Center – Norma Glasscock
Houston Service Center – Gail Morea
San Antonio Service Center – Larry Wenger
El Paso Service Center – Efrain Esparza
Central Service Center – Jaime Vela Jr.
Service Center for Divisions – Kori Rodriguez
Division Director – Martin L. Rodin
Deputy Division Director – Lucio Vasquez
Center of Excellence – Dan Neal
Business Operations Center – Roy Gonzales
5
Annual Letting
Prop 7 significantly increases TxDOT Letting Volume
8
7 $6.5 Billion Average Letting (FY 2017 – 2025)
6
5
$4.3 Billion Average Letting (FY 2012 – 2016)
Billions
4
3
2
1
-
12 13 14 15 16 17 18 19 20 21 22 23 24 25
Baseline Additional MAP-21 Proposition 7
6
Annual Procurement
NOTE: FY 19 to FY 20
are projections only.
7
Typical Procurement Year
Architecture $6,000,000
Three categories make
Bridge Inspection $52,000,000
Bridge On/Off Replacement $9,000,000 up 70% of the annual
Construction, Engineering, Inspection (CEI) $300,000,000 procurement.
Critical Path Method Scheduling (CPM) $6,000,000 $900 Million annually
Engineering $1,000,000 • CEI
General Engineering Consultant (GEC) $40,000,000
Geotechnical $19,000,000 • PS&E
Hydraulic $18,000,000
Other (describe in Comments) $16,000,000 • Schematic/ENV
Planning $17,000,000
Plans, Specifications and Estimates (PS&E) $400,000,000
Procurement Engineering (PcE) $20,000,000
Schematic $25,000,000
Schematic / Environmental $200,000,000
Schematic/Environmental/PS&E $45,000,000
Survey $60,000,000
Traffic Engineering $16,000,000
Traffic Signal Timing $5,000,000
Utility Engineering $12,000,000
Materials Engineering $12,000,000
Facilities Engineering $6,500,000
Independent Engineer (IE) $20,000,000
Traffic & Revenue (T&R) $5,000,000
Grand Total $1,310,500,000
8
Getting Started
I ?
DO TED
OW R
H STA
E T
G
9
How do I get started?
Getting Started
ü Be registered as a business with the State of Texas
http://comptroller.texas.gov
ü Be registered as engineering firm with the Texas PE Board
http://engineers.texas.gov
ü Obtain precertification with TxDOT
http://www.txdot.gov/business/consultants/architectural-engineering-surveying/getting-
started/precertification.html
ü Become administratively qualified with TxDOT
http://www.txdot.gov/business/consultants/architectural-engineering-surveying/getting-
started/administrative-qualification.html
ü Check the TxDOT webpage for listing of projected
contracts and pre-RFQ meetings
http://ftp.dot.state.tx.us/pub/txdot-info/des/cco/professional_services/projected_contracts.pdf
ü Submit your qualifications
10Procurement Tips
§ Check that all mandatory forms are in your package
§ Keep alert to amendments
§ Ask questions when you have the opportunity
§ Showcase your Project Manager and task leaders
§ Focus on providing challenges, solutions and lessons learned
§ Present innovative ideas or alternatives
§ Be clear, concise and technical
§ Use space wisely, it is not for marketing
§ QA/QC the Statement of Qualifications
§ Use your best examples
§ Check your Non Listed Category (NLC) experience requirements
12Procurement Process
§ Automated Admin Qualifications and Precertifications
§ Immediate Disqualification notification
§ Over 50 new precertifications in FY 2018
§ Better mix of Indefinite and Specific Deliverable contracts
§ General Engineering contracts are Specific Deliverable
§ Q&R focus on team experience without TxDOT references
§ Project manager and task leader replacement
§ Electronic Statement of Qualification submittal
§ Removing Statement of Qualifications from Federal
§ Automating NLC experience check
12Debrief Process
October 11, 2017
§ Debriefs happening sooner
“Hi Harry,
§ On ID contracts as soon as I would like to thank you for a great de-
selections are announced briefing. I have learned a lot of what TxDOT is
looking for when soliciting a project specific
§ On SD contracts as soon as proposal. While every project will have
short list is announced different criteria in the future, I believe I’ve
got some idea on how to improve our
§ Group debriefs being submittals.”
offered
§ Individual debriefs still
provided August 17, 2017
§ Meaningful debriefs of 1 “Chris,
I’ve been the PM on Dallas Survey contracts
hour or more
for almost 30 years and today’s debrief was
the most comprehensive and informative I
have ever received. Thank all of you very
much. Well done!”
13Negotiation Process
§ Consultants fill out initial rate Sent: Thursday, January 25, 2018 9:26 AM
To: Shirin Helmi
card Subject: contract negotiation summary
Shirin,
§ Indicate if previous similar
rates recently negotiated I wanted to send you an email summarizing my experience on the
recent contract negotiations for contract 36-7IDP5075. I thought
the overall process was a lot smoother and easier than the previous
§ PEPS has expanded the range indefinite deliverable contract I negotiated.
of the Negotiations Rate Tool Thank you and I look forward to working together in the future.
§ Recommend proceeding to live Sent: Tuesday, October 17, 2017 9:12 PM
negotiation after two rounds To: Martin Rodin
Subject: Fwd: Positive PEPS Negotiation Experience.
§ No more 24 hour gauntlets Martin,
§ Added an appeal procedure in Since we are quick to come to you with complaints, I wanted to pass
along positive feedback from our team in a recent contract
the process for TxDOT to be negotiation involving Phillip Howlett in PEPS.
able to walk away from The team felt that they were treated fairly and with respect while
contract negotiation working thru the contract details with Phillip and that the result was
achieved with a minimum of extra time and energy.
Thank you for your efforts to improve the effectiveness and
efficiency of these discussions.
14Work Authorization Execution
§ PEPS to be enablers of DE/DD in
executing project portfolios
§ New WA metric of 50 days total
§ Weekly staff meeting in PEPS with
all Service Center Managers
§ Monthly work authorization report
to Senior Leadership
§ Shared review/checklist with CSD
§ Enforcing HUB and DBE goal at
work authorization
§ Reporting on fee as a percent of
construction cost
§ Reduced holdout for contingencies
15Invoice Process – Prompt Payment
§ Number of invoices has
doubled in last 3 years
§ Payment of invoices is
required within 30 days
or we must pay interest
§ Payments on time have
increased from 88% on
time to 99% on time over
the last three years
§ Best practices memo
from Bill Hale regarding
allowable reductions of
less than 1% in lieu of
invoice rejection
16Evaluation Process – Sunset and PSCAMS Update
§ Percentage of completed
evaluations increasing
§ Rolling out new evaluation
system in PSCAMS
§ Tracking evaluations per
Sunset guidelines
§ Monthly progress report
going out to all DE/DD
§ District and Division
approval built into new
evaluation process
§ Appeal procedure through
PEPS Division Director in
new evaluation process
17PEPS Precertification – New Categories
Start applying for these in March 2018.
New precertifications will start being
used in September 2018.
18CEI - Preclusion Process
§ Non-design subs are allowed to
proceed from PS&E to CEI
§ TTI performed nation-wide study
of best CEI practices
§ Preparing an executive report
with recommendations
§ Proposed sanctions and required
training
§ Needs commission approval
§ Ultimately rely less on preclusion
as our mitigating tool
19CEI – Lessons Learned
• Every CEI contract requires a dedicated TxDOT Project Manager
• District leadership must be involved in effective CEI management
• CEI contracts may be procured for individual district use or regional
district use but not for statewide use
• CEI should be negotiated as specified rate and never as lump sum
• Notice To Proceed (NTP) should be based upon contract execution
• CEI requires engineering and can’t be used for stand-alone inspectors
• CEI services can’t be added to a contract after the fact
• Per diem should be negotiated for federal contracts
• Currently all CEI and bridge PS&E solicitations are federal
• Resolution process for construction issues should include the CEI firm
20IS IT WORKING?
• Initial screening is faster
• Disqualifications are down
• DQ notice is immediate
• Debriefs are getting better
• Debriefs are starting earlier
• Negotiations are improving
• WA are monitored weekly
• WA are executed sooner
• Invoices paid sooner and better
• Contracts shared across SCM
• Feedback openly requested
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