PEPS DIVISION March 2018 May 2, 2016 Texas Department of Transportation, Right of Way Division
PEPS Trivia ? 10 Number of invoices processed annually $70 Billion Number of WA executed annually >1,600 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 Mi Mission Work with our TxDOT customers and external partners to procure the most qualified consultants to deliver effective solutions for Texas Goals Go als Deliver the right projects; Focus on the Customer; Foster Stewardship; Optimize System Professional E Engineering P Procurement S Services Performance; Preserve our represents the consolidated procurement Assets; Promote Safety, and organization supporting engineering, architectural Value our Employees and surveying contracts Va Values People, Accountability, Trust, Honesty 3
PEPS - Functional Organization Deputy Director Executive Assistant PEPS Division Director Lucio Vasquez, PE Kristina Kottke Martin Rodin, PE 512-416-2039 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 Roy Gonzales 512-416-2667 512-832-7315 915-790-4313 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 S Service C Center – Charles Davidson Dallas S Service C Center – Joseph Jancuska Fort W Worth S Service C Center – Norma Glasscock Houston S Service C Center – Gail Morea San A Antonio S Service C Center – Larry Wenger El P Paso S Service C Center – Efrain Esparza Central S Service C Center – Jaime Vela Jr. Service C Center f for D Divisions – Kori Rodriguez Division D Director – Martin L. Rodin Deputy D Division D Director – Lucio Vasquez Center o of Ex Excel ellen ence e – Dan Neal Business O Operations C Center – Roy Gonzales 5
Annual Letting Prop 7 significantly increases TxDOT Letting Volume 8 7 $6.5 .5 B Billion A Average L Letting ( (FY 2 2017 – 2025) 2025) 6 5 $4.3 .3 B Billion A Average L Letting ( (FY 2 2012 – 20 2016) 6) ons 4 Billion 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 up 70% of the annual Bridge On/Off Replacement $9,000,000 procurement. Construction, Engineering, Inspection (CEI) $300,000,000 $900 Million annually Critical Path Method Scheduling (CPM) $6,000,000 Engineering $1,000,000 CEI • General Engineering Consultant (GEC) $40,000,000 PS&E • Geotechnical $19,000,000 Hydraulic $18,000,000 Schematic/ENV • Other (describe in Comments) $16,000,000 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 To Gr Total $1,3 ,310,5 ,500,0 ,000 8
Getting Started DO I STARTED? HOW D GET S 9
How do I get started? Getting S Started ü Be r registered a as a a b business w with t the S State o of T Texas http://comptroller.texas.gov ü Be r registered a as e engineering f firm w with t the T Texas P PE B Board http://engineers.texas.gov ü Obtain p precertification w with T TxDOT http://www.txdot.gov/business/consultants/architectural-engineering-surveying/getting- started/precertification.html ü Become a administratively q qualified w with Tx TxDOT T http://www.txdot.gov/business/consultants/architectural-engineering-surveying/getting- started/administrative-qualification.html ü Check t the T TxDOT w webpage f for l listing o of p projected contracts a and p pre-RFQ m meetings http://ftp.dot.state.tx.us/pub/txdot-info/des/cco/professional_services/projected_contracts.pdf ü Submit y your q qualifications 10
Procurement 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 12
Procurement 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 12
Debrief Process October 11, 2017 § Debriefs fs h happening s sooner “Hi Harry, I would like to thank you for a great de- § On ID ID c contracts a as s soon a as briefing. I have learned a lot of what TxDOT is selections a are a announced looking for when soliciting a project specific § On S SD c contracts a as s soon a as proposal. While every project will have short l list i is a announced different criteria in the future, I believe I’ve got some idea on how to improve our § Group d debriefs fs b being submittals.” of offered § In Indivi vidual d debriefs fs s still provi vided August 17, 2017 “Chris, § Meaningfu ful d debriefs fs o of 1 f 1 I’ve been the PM on Dallas Survey contracts hour o or m 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!” 13
Negotiation Process § Consultants f fill o out i initial r rate Sent: Thursday, January 25, 2018 9:26 AM Se To: Shirin Helmi To ca card Su Subject: contract negotiation summary Shirin, § In Indicate i if p f previ vious s similar rates r recently n 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 h has e expanded t the r range indefinite deliverable contract I negotiated. of t f the N Negotiations R Rate T Tool Thank you and I look forward to working together in the future. § Recommend p proceeding t to l live Sent: Tuesday, October 17, 2017 9:12 PM Se negotiation a after t two r rounds To: Martin Rodin To Su Subject: Fwd: Positive PEPS Negotiation Experience. § No m more 2 24 h hour g gauntlets Martin, § Added a an a appeal p procedure i 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 p process f for T TxDOT t to b be negotiation involving Phillip Howlett in PEPS. able t to w walk a away fr from The team felt that they were treated fairly and with respect while contract n 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. 14
Work Authorization Execution § PEPS t to b be e enablers o of D f DE/DD i in executing p project p portfolios § New W WA m metric o of 5 f 50 d days t total § Weekly s staff m f meeting i in P PEPS w with all S Servi vice C Center M Managers § Monthly w work a authorization r report to S Senior L Leadership § Shared r revi view/checklist w with C CSD § Enforcing H HUB a and D DBE g goal a at work a authorization § Reporting o on f fee a as a a p percent o of f construction c cost § Reduced h holdout f for c contingencies 15
Invoice Process – Prompt Payment § Number o of i f invoices h has doubled i in l last 3 3 y years § Payment o of i f invoices i is required w within 3 30 d days or w we m must p pay i interest § Payments o on t time h have increased fr from 8 88% o on time t to 9 99% o on t time o over the l last t three y years § Best p practices m memo fr from B Bill H Hale r regarding allowable r reductions o of f less t than 1 1% i in l lieu o of f invoice r rejection 16
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