PEPS - FY 2016 VISION AND PROCUREMENT PLAN Martin L. Rodin, P.E. PEPS Division Director February 2016
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PEPS - FY 2016 VISION AND PROCUREMENT PLAN Martin L. Rodin, P.E. PEPS Division Director February 2016
AGENDA
2
PEPS Organizational Update 1
FY15 Accomplishments 2
FY16 Vision and Procurement Plan 3
Continuous Improvement Initiatives a) Disqualifications b) Preclusions & Conflicts of Interest c) Core Team Restrictions d) Challenges
4
Points of Contact and Continuous Outreach 5
PEPS Division
Professional Engineering Procurement Services represents the consolidated procurement
organization supporting engineering, architectural and surveying contracts
Mission Work with our TxDOT customers and external partners to procure the most qualified consultants to deliver effective solutions for Texas
Goals Provide best-in-class customer service; be responsible stewards to maximize the value of resources; promote competition among consultants, and collaboration with our partners
Values Trust, Integrity, Responsibility, Excellence, Service
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PEPS Leadership Team
Division Director – Martin L. Rodin Deputy Division Director – Lucio Vasquez Center of Excellence – Dan Neal Business Operations Center – Roy Gonzales
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 – Kori Rodriguez
El Paso Service Center – Efrain Esparza
Central Service Center – Jaime Vela Jr. Note: The Central Service Center services TxDOT divisions and the remaining 19 districts.
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PEPS Organizational Structure
AGENDA
6
PEPS Organizational Update 1
FY15 Accomplishments 2
FY16 Vision and Procurement Plan 3
Continuous Improvement Initiatives a) Disqualifications b) Preclusions & Conflicts of Interest c) Core Team Restrictions d) Challenges
4
Points of Contact and Continuous Outreach 5
FY 15 Accomplishments
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$521 M $795 M
§ PEPS procured approximately $795 million in consultant contracts, the most TxDOT ever procured to date
§ PEPS reconciled 400 contracts and processed over 4,000 invoices § PEPS aligned the statewide consultant budget to meet 2015 project needs, with
expenditures over $500 million
Procurement
FY 15 Accomplishments
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Key Takeaways
§ Majority of PEPS employee turnover has been advancement into higher positions § 20% increase in PEPS staffing up from 80 FTEs to 100 FTEs
§ Staff increase will address SB 20 restrictions, Prop. 1 and Prop. 7 anticipated allocations
Name PEPS Tit le Location New Tit le LocationLorena Echeverria De Misi PEPS Division Director ADM Dir of Trans Planng & Dev AUSAdeliza Ramirez Transportation Engineer II AUS Transportation Engineer IV AUSTim Powers Field Admin Officer BOC Business Services Supv DALLori Huett Contract Specialist VI CEN Transport Funding Spec PTNRhonda Poole Contract Specialist VIII CEN Resource Support Spec DALHeath Bozeman Transportation Engineer III CEN Transportation Engr Supvr AMAMo Bur Central Procurement Director CEN Dir of Trans Planng & Dev DALMartha Boyd Planner IV ELP District Adv Tran Plan Dir ELPPaul Stambaugh Transportation Engineer II FTW Transportation Engr Supvr FTWMichael Bolin Transportation Engr Supvr IV FTW Dir of Trans Planning & Dev WACLisa Llamas Contract Specialist VII SAT IT Contract Administrator AHQBilly Frees Engineering Assistant III SAT Engineering Assistant SATDan Neal Continuous Improvement Project Manager COE Center of Excellence Manager COEKathy De Luna Contract Specialist SAT Contract Administration Manager SATIdelice A. Haack Executive Assistant ADM Information Specialist BOCNorma Glasscock Procurement Engineer CEN Fort Worth Service Center FTWDeron Meehan Business Analyst BOC Procurement Engineer FTWBasem Dia Transportation Engineer HOU Procurement Engineer HOUAndy Juarez Contract Specialist AUS Contract Specialist TOD
Professional
AGENDA
9
PEPS Organizational Update 1
FY15 Accomplishments 2
FY16 Vision and Procurement Plan 3
Continuous Improvement Initiatives a) Disqualifications b) Preclusions & Conflicts of Interest c) Core Team Restrictions d) Challenges
4
Points of Contact and Continuous Outreach 5
Future Letting Volume
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1
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3
4
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7
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12 13 14 15 16 17 18 19 20 21 22 23 24 25
Billi
ons
Baseline Additional MAP-21 Proposition 7
Prop 7 Will Significantly Increase Letting Volume
$4.3 Billion Average Letting (FY 2012 – 2016)
$6.4 Billion Average Letting (FY 2017 – 2025)
PEPS Vision
§ Fewer Disqualifications • ZERO disqualifications • Improved screening • Automated processes • Earlier DQ notification
Vision: Information Rich Environment
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§ Q&R Enhancement • CST Boot Camps • Q&R Superday • Intensive Q&R review • Improved Q&R templates
§ Information Sharing • Post online:
o Annual procurement plan o CST member names o Precluded firm names
• Work Authorization delegation and monitoring
• Improved debrief process
FY 2016 Procurement Plan
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Procurement Plan – Subject to change without notice
§ Original FY 2016 procurement plan approved in August 2015 at $786 M
§ FY 2016 procurement plan amended in October 2015 to $926 M
§ FY 2016 procurement plan is now revised in December 2015 to over $1 Billion
TYPE OF WORK Percentage Total Amount Bridge PS&E - On and Off System Replacement 3.9% $40,643,144 CEI 19.0% $195,445,705 CPM 0.7% $7,172,319 Engineering Other 2.0% $20,202,033 GEC 4.9% $50,206,236 Geotechnical 0.8% $8,367,706 Hydraulics and Hydrology 1.7% $17,333,105 Materials Engineering 1.5% $15,300,948 Planning 9.7% $100,412,472 PS&E 30.9% $318,570,523 Schematic / ENV / PS&E 5.6% $57,378,556 Schematic / ENV 7.7% $79,493,207 Survey 4.2% $43,033,917 Traffic Engineering 1.9% $19,126,185 Utility Engineering 5.6% $57,378,556 Value Engineering 0.1% $1,195,387
100% $1,031,260,000
AGENDA
13
PEPS Organizational Update 1
FY15 Accomplishments 2
FY16 Vision and Procurement Plan 3
Continuous Improvement Initiatives a) Disqualifications b) Preclusions & Conflicts of Interest c) Core Team Restrictions d) Challenges
4
Points of Contact and Continuous Outreach 5
Disqualifications
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Key Takeaways
§ PEPS goal is for ZERO disqualifications § Improved screening process with updated PTC forms
§ Automated approval for TxDOT precertification and AQ requirements
§ Confusion regarding Administrative Qualifications (AQ)
§ DQ for standard TxDOT precertification errors
§ DQ for NLC experience and staff requirements
§ Notice of reason for DQ provided after selection
§ DQ due to preclusion or potential conflict of interest
§ Confusion regarding self performing HUB requirements
Current Conditions
§ Better education of AQ requirements and future automation
§ Improved PTC form screening and future automation
§ Converting NLCs to standard precerts and simplifying requirements
§ Providing earlier DQ notification at time of screening
§ Publishing precluded firm names in future RFQs
§ Better education of requirement to self perform all work for Prime HUB credit
Proposed Improvements
Key Takeaways § Preclusion is the only tool currently used by TxDOT to manage conflicts § PEPS is currently studying alternative mitigation strategies
§ Preclusion firm names will be published in future RFQs
§ OGC is responsible for defining what a conflict is for TxDOT § Preclusions are finalized by PEPS Division Director § If conflict is identified, e-mail notification will be sent out to prime and subs § Preclusion statements will be listed in the RFQ with the affected firm names
Conflict of interest - a situation in which competing interests may exist (a firm or individual).
§ On CEI contracts, consultants involved in PS&E and supporting services cannot inspect their own work on the same project
§ Consultants performing utility engineering services cannot inspect their own work through a third party contract (e.g. city, utility providers) on the same project
§ Consultants preparing schematic and ENV documents cannot pursue PS&E work unless the schematic and ENV documents are approved by the time of RFQ advertisement
Preclusion policy
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Preclusions
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Key Takeaways
§ Applied where utilization of the core team members is anticipated to be high § Applied to specific procurements identified within the RFQ and only for that wave § Restriction does not prevent a project manager or core team member from pursuing
other contracts (such as ID work)
§ To manage the Project Manager availability, for anticipated high utilization on a single contract.
§ To manage core team members availability, when it is anticipated that those members will be highly or fully utilized on a single contract.
Purpose
Core team restrictions are typically used on specific deliverable (SD) contracts for the following contract disciplines: § CEI § PS&E
§ Transportation Planning Typically not used on ID contracts, but may be used if there is a need for independence or anticipated high utilization.
Typical Use
Core Team Restrictions
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Key Takeaways
§ Challenge must be filed within 6 days of notification § Challenge must be filed with the TxDOT Executive Director’s office § Executive Director’s decision is final and not subject to being contested
Executive Director will distribute the challenge to the appropriate Divisions for investigation and response. Three possible responses are: § No rule violated
§ Rule violated but remedial action not necessary
§ Rule violated and corrective action necessary
Possible Outcomes
TAC Title 43; Part 1; Chapter 9; Subchapter A; Rule §9.7 Protest of Contract Practices or Procedures § Must be filed within 6 days § Must be filed with TxDOT Executive
Director § Must include all 6 components:
1. Statute violated 2. Description 3. Relevant Facts
Process dictated by TAC
Challenges
4. Resolution 5. Argument 6. Other Parties
AGENDA
18
PEPS Organizational Update 1
FY15 Accomplishments 2
FY16 Vision and Procurement Plan 3
Continuous Improvement Initiatives a) Disqualifications b) Preclusions & Conflicts of Interest c) Core Team Restrictions d) Challenges
4
Points of Contact and Continuous Outreach 5
Primary Points of Contact
Project-Related Information
Procurement-Related
Information
§ District Engineers § District Director of Transportation
Planning and Development (TP&D) § Division Directors § Directors of Construction § Area Engineers
§ PEPS Service Center Managers (SCMs) § Pre-RFQ meetings and workshops
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Continuous Outreach
§ Quarterly Meetings: • TxDOT / ACEC Executive Strategy Board • Statewide Consultant Webcast • ACEC local chapter / District / PEPS
§ TxDOT’s Doing Business website Consultants page § Targeted surveys (Internal and External) § Training: Administrative Qualifications § HUB Program Vendor Fairs § Other presentations: TSPE / ASCE / SMPS
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§ SMPS Austin Chapter, University of Texas Club, Noon to 1 PM, Tuesday, February 9th, 2016
§ ACEC El Paso Chapter, Noon to 1 PM, Wednesday, February, 17th, 2016
§ Next PEPS Division Director Quarterly Webcast will be posted on February 23rd, 2016
Upcoming meetings
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