Texas Department of Transportation, Right of Way Division May 2, 2016

PEPS DIVISIONOctober 2018Where are we now…where are we headed…

Professional Engineering Procurement Services represents the consolidated procurement

organization supporting engineering, architectural and surveying contracts

MissionWork with our TxDOT customers and external partners to procure the most qualified consultants to deliver effective solutions for Texas

GoalsDeliver the right projects; Focus on the Customer; Foster Stewardship; Optimize System Performance; Preserve our Assets; Promote Safety, and Value our Employees

ValuesPeople, Accountability, Trust, Honesty

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Mission

PEPS - Functional Organization

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Austin SCMCharles Davidson, PE

512-832-7315

San Antonio SCMLarry Wenger, PE

210-615-5971

Houston SCMGail Morea, PE713-802-5795

PEPS Division DirectorMartin Rodin, PE

Business Operations

Roy Gonzales512-416-2034

Central SCMJaime Vela, PE512-416-2007

Dallas SCMJoe Jancuska, PE

214-320-6187

Ft. Worth SCMNorma Glasscock, PE

817-370-3675

Center of Excellence

Dan Neal, PE512-416-2667

Deputy DirectorLucio Vasquez, PE

512-416-2039

El Paso SCMJaime Perales, PE

915-790-4313

FTE Allocation: 121

SCM for DivisionsKori Rodriguez, PE

512-416-2268

Executive AssistantKristina Kottke512-416-2037

512-416-2038

Invoice Center Tira Dobrozensky

512-317-8511

PEPS - Virtual Organization

Division Director – Martin L. Rodin

Deputy Division Director – Lucio Vasquez

Center of Excellence – Dan Neal

Business Operations Center – Roy Gonzales

Invoice Center – Tira Dobrozensky

Fort Worth Service Center – Norma Glasscock

Austin Service Center – Charles Davidson

Dallas Service Center – Joseph Jancuska

Houston Service Center – Gail Morea

San Antonio Service Center – Larry Wenger

El Paso Service Center – Jaime Perales

Central Service Center – Jaime Vela Jr.

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Service Center for Divisions – Kori Rodriguez

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PEPS - Then and Now

THEN – 2015

No. of PEPS Employees 69 FTE

TxDOT Annual Letting $4 Billion

Procurement Amount $795 M

No. of Contracts 200 EA

No. of Work Authorizations 600 EA

Amount of Work Authorizations $400 Million

No. of Late WA 139 EA

No. of Invoices 4,000 EA

% of Invoices Paid On Time 86%

NOW – 2018

No. of PEPS Employees 121 FTE

TxDOT Annual Letting $8 Billion

Procurement Amount $1.5 Billion

No. of Contracts 350 EA

No. of Work Authorizations 1,400 EA

Amount of Work Authorizations $1.03 Billion

Number of Late WA 41 EA

No. of Invoices 12,000 EA

% of Invoices Paid On Time 98%

TxDOT Annual Letting

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Billi

ons

Baseline Additional MAP-21 Proposition 7

$4.3 Billion Average Letting (FY 2012 – 2016)

$7 Billion Average Letting (FY 2017 – 2025)

TxDOT Annual Procurement

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NOTE: FY 19 to FY 20 are projections only.

FY 2019 Procurement Year

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SERVICE TYPE ANNUAL PROCUREMENT Architecture $ 2,400,000 Bridge Inspection $ 100,000,000 Bridge On/Off Replacement $ 43,000,000 CEI $ 221,720,000 Engineering $ 12,000,000 Engineering Other $ 3,300,000 GEC/PMC $ 177,000,000 Geotechnical $ 32,000,000 Hydraulic $ 4,000,000 Materials Engineering $ 11,375,000 Planning $ 16,000,000 PS&E $ 326,200,000 Procurement Engineering $ 25,000,000 Schematic / Environmental $ 144,000,000 Schematic/Environmental/PS&E $ 68,000,000 Survey $ 40,000,000 Traffic Engineering $ 55,000,000 Utility Engineering $ 30,000,000 Value Engineering $ 6,000,000 Pavement Design $ 10,000,000 Bridge Design $ 50,000,000 Roadway Design $ 50,000,000 Signing, Pavement Markings, and Signals $ 30,000,000 Complex Traffic Control $ 30,000,000 Drainage Design $ 20,000,000 GRAND TOTAL FY 2019 $ 1,536,995,000

Four categories make up the backbone ofthe annual procurement plan including:• CEI• GEC/PMC• PS&E• Schematic/ENV

Seven discipline specific contracts:

Bridge Design

Roadway Design

Geotechnical

Pavement Design

Complex Traffic Control

Drainage Design

Signing, Pavement Markings and Signalization

Procurement Tips (Don’t get disqualified)

Check that all mandatory forms are in your proposal

Keep alert to amendments

Ask questions when given the opportunity

Showcase your PM and TL

Focus on challenges, solutions and lessons learned

Be clear, concise and technical

Use space wisely, it is not for marketing

QA/QC your work

Use your best examples

Check your NLC experience

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Procurement Process

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Automated AQ and Precertifications

Immediate DQ notification

New precertifications

Q&R focus on team experience

Removed references requiring TxDOT experience

Project manager and task leader replacement

PDF of Statement of Qualifications

Removed SOQ from the Federal Process

Debriefs

Debriefs happening sooner

Indefinite Deliverable contracts as soon as selections are announced

Specific Deliverable contracts as soon as short list is announced

Group debriefs offered

Individual debriefs still provided

Meaningful debriefs of 1 hour or longer

Winning debriefs provided by PEPS Division Director

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October 11, 2017“Hi Harry,I would like to thank you for a great de-briefing. I have learned a lot of what TxDOT is looking for when soliciting a project specific proposal.

August 17, 2017“Chris,I’ve been the PM on Dallas Survey contracts for almost 30 years and today’s debrief was the most comprehensive and informative I have ever received. Well done!”

Negotiations

Consultants fill out initial rate card

Indicate if similar rates recently negotiated

Expanded range of the Negotiations Rate Tool

Proceeding to live negotiation after two rounds

No more 24 hour gauntlets

Added an appeal procedure to walk away from contract negotiation

Salary Survey data being used for rate card update

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Work Authorizations

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Invoicing

Invoices have tripled to over 12,000

Pay invoices within 30 days or pay interest

Payments on time have increased from 86% on time to 98% on time

Best practices memo regarding allowable reductions of less than 1% in lieu of invoice rejection

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PEPS Invoice Center

Moved invoice management from individual Service Centers to one center

Tira Dobrozensky hired to manage twelve contract specialists whose sole job is to process invoices

PEPS Central, Dallas, San Antonio and Houston invoices rolled under Invoice Center in May 2018

PEPS El Paso, Austin and Fort Worth invoices rolled under Invoice Center in June 2018

PEPS Service Center for Divisions invoices rolled under Invoice Center in September 2018

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Evaluations

New system in PSCAMS in April 2018

Percentage of evaluations completed is increasing

Tracking evaluations per Sunset

Monthly progress report going out to all DE/DD

Score of 60 or above is acceptable under new PSCAMS evaluation system – DON’T QUIT!

Appeal process through PEPS

Started at 2% complete in May 2017

Currently over 50% complete

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CEI Preclusion

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 CEI preclusion

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IS IT WORKING?

Initial screening is faster

DQs are down by 90%

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

Not holding funds in reserve

Contracts shared across PEPS

And Now for the Second Time Ever!

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