PEPS QUARTERLY CONSULTANT WEBCAST. Martin L. Rodin, P.E. PEPS Division Director March 22, 2016

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1 PEPS QUARTERLY CONSULTANT WEBCAST Martin L. Rodin, P.E. PEPS Division Director March 22, 2016

2 Agenda 1 PEPS Organizational Update FY16 Wave 1 Results FY16 Procurement Plan Continuous Improvement Initiatives a) Disqualifications b) Non Listed Category (NLC) Conversion c) Automation: Pre-certification and Administrative Qualifications d) Federal Highway Rule Changes e) FY15 Wave 4 Survey Results Primary Points of Contact and Continuous Outreach Announcements 2

3 PEPS ensures an efficient, consistent, and compliant procurement process is followed on all consultant procurements 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 Professional Engineering Procurement Services represents the consolidated procurement organization supporting engineering, architectural and surveying contracts Values Trust, Integrity, Responsibility, Excellence, Service 3

4 The PEPS Leadership team is available to answer any questions you may have 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 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. Division Director Martin L. Rodin Deputy Division Director Lucio Vasquez Center of Excellence Dan Neal Business Operations Center Roy Gonzales 4

5 Future Letting Volume Billions Prop 7 Will Significantly Increase Letting Volume $6.4 Billion Average Letting (FY ) $4.3 Billion Average Letting (FY ) Baseline Additional MAP-21 Proposition 7 5

6 PEPS Division Director s vision Vision: Information Rich Environment Fewer Disqualifications ZERO disqualifications Improved screening Automated processes where possible Earlier DQ notification Q&R Enhancement CST Boot Camps Intensive Q&R review Improved Q&R templates Information Sharing Post annual procurement plan online Post CST member names in RFQ Work Authorization monitoring Improved debrief process 6

7 Agenda 1 PEPS Organizational Update FY16 Wave 1 Results FY16 Procurement Plan Continuous Improvement Initiatives a) Disqualifications b) Non Listed Category (NLC) Conversion c) Automation: Pre-certification and Administrative Qualifications d) Federal Highway Rule Changes e) FY15 Wave 4 Survey Results Primary Points of Contact and Continuous Outreach Announcements 7

8 FY16 Wave 1 Results Awarded $278 million in dollar value 17 procurements Planning, 1, 17% SD Other, 0, 0% 68 contracts awarded 6 specific deliverable contracts 62 indefinite deliverable contracts CEI, 2, 33% PS&E, 3, 50% 261 Statement of Qualifications (SOQs) were submitted 24 SOQs were disqualified ID PS&E, 14, 23% Other, 30, 48% Key Takeaways Wave 1 kicked off an incredible year. The department is set to procure over $1 billion in total contract value. Planning, 7, 11% CEI, 11, 18% 8

9 Agenda 1 PEPS Organizational Update FY16 Wave 1 Results FY16 Procurement Plan Continuous Improvement Initiatives a) Disqualifications b) Non Listed Category (NLC) Conversion c) Automation: Pre-certification and Administrative Qualifications d) Federal Highway Rule Changes e) FY15 Wave 4 Survey Results Primary Points of Contact and Continuous Outreach Announcements 9

10 FY2016 Procurement Plan Procurement Plan Subject to change without notice 10

11 FY16 Procurement Plan as of February 2016 Procurement Plan Status The FY16 procurement plan approved in August 2015 provided for 60 solicitations (contract bundles) for a total of 279 contracts totaling $789 million. The modified FY16 procurement plan as of March 2016 now provides for 70 solicitations (contract bundles) for a total of 353 contracts totaling $1.24 Billion. Amended Plan 70 Solicitations 353 Contracts $1.24 B $789 M Original Plan 60 Solicitations 279 Contracts 11

12 Agenda 1 PEPS Organizational Update FY16 Wave 1 Results FY16 Procurement Plan Continuous Improvement Initiatives a) Disqualifications b) Non Listed Category (NLC) Conversion c) Automation: Pre-certification and Administrative Qualifications d) Federal Highway Rule Changes e) FY15 Wave 4 Survey Results Primary Points of Contact and Continuous Outreach Announcements 12

13 Disqualifications Current Conditions 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 Proposed Improvements 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 Key Takeaways PEPS goal is for ZERO disqualifications Improved screening process with updated PTC forms Automated approval for TxDOT precertification and AQ requirements 13

14 Non-Listed Work Category Conversion Major Task Identify and finalize changes to the NLC categories Visit with program areas and identify review officers Perform Public Outreach on the proposed new work categories Update CCIS to include the new work categories Propose Changes at the Commission Agenda Target completion (infrastructure) Precertification of individuals in new categories Schedule February February March-April February-May April June June-August Key Takeaways Frequently used NLC s being converted to standard TxDOT precertifications. Consultant community will have opportunity to provide input in May New precertifications in place for use beginning with FY 2017 Wave 1. 14

15 Automation: Precertification and Administrative Qualification Current Activities Updating and formatting the PTC Form. Testing and developing in anticipation of NTT Data providing CCIS information. Moving Forward PEPS is working with NTT Data to create an ADHOC CCIS capture to provide current information to populate the form. The goal is to refresh the CCIS information on the PTC form with the push of a button and based on Firm Sequence Numbers. Key Takeaways Automation of Precertification and Administrative Qualifications is moving forward to provide an user friendly application. NTT Data is working to make form automation less complex. 15

16 FHWA Rule Update 43 TAC The PEPS Division is in the process of updating the Contracting Rules in response to FHWA s recent change to their procurement rules 23 CFR 172. Each state has 12 months to update their rules and policies to meet any changed requirements. Target completion date June Significant changes: For the Federal Process add the requirement for a Request for Proposal (RFP); Add the requirement that ID contracts cannot exceed 5 years; Add a new contract type: Multi-Phase Contract, which is a project specific contract where the solicited services are divided into phases whereby the specific scope of work and associated costs may be negotiated and authorized as the project progresses. Key Takeaways Future interviews will focus on information presented in the RFP. Future ID contracts cannot be extended. New contract type added for multi-phase contract for corridor planning work. 16

17 Survey Results - FY15 Wave 4 Survey questions % satisfied The instructions in the RFQ were clear and easy to follow 85% Sufficient time was provided to prepare your SOQ 55% The SOQ questions allowed you to adequately convey experience and capabilities 47% The SOQ questions were fair and reasonable 56% The ICG instructions were clear and easy to follow 90% The ICG presentation topics allowed you to adequately convey experience and capabilities 79% The ICG topics were fair and reasonable 90% Sufficient time was provided to prepare for the interview 66% The selection decision was communicated in a timely manner 69% The procurement was completed in a timely manner 73% Survey results based on 89 PM participants on Wave 4 SOQs. 17

18 Survey Results Common Themes Issues that were unclear: Preclusions, core team restrictions, HUB forms Interview instructions/process Timing issues: More time is needed for SOQ response (most favor an additional week) More time is needed to prepare for interviews SOQ/ICG Questions & Topics: Questions do not focus enough on actual experience Questions are either too vague or too narrow 18

19 Agenda 1 PEPS Organizational Update FY16 Wave 1 Results FY16 Procurement Plan Continuous Improvement Initiatives a) Disqualifications b) Non Listed Category (NLC) Conversion c) Automation: Pre-certification and Administrative Qualifications d) Federal Highway Rule Changes e) FY15 Wave 4 Survey Results Primary Points of Contact and Continuous Outreach Announcements 19

20 Primary Points of Contact Project-Related Information District Engineers District Director of Transportation Planning and Development (TP&D) District Design Engineers Division Directors Directors of Construction Procurement- Related Information PEPS Service Center Managers (SCMs) Pre-RFQ meetings and workshops PEPS Center of Excellence PEPS Business Operations Center 20

21 Continuous Outreach Quarterly Meetings: TxDOT / ACEC Executive Strategy Board Statewide Consultant Webcast ACEC local chapter / District / PEPS Service Center TxDOT s Doing Business website Consultants page Targeted surveys Focus groups Pilots Training: Administrative Qualification HUB Program Vendor Fairs Other presentations 21

22 Agenda 1 PEPS Organizational Update FY16 Wave 1 Results FY16 Procurement Plan Continuous Improvement Initiatives a) Disqualifications b) Non Listed Category (NLC) Conversion c) Automation: Pre-certification and Administrative Qualifications d) Federal Highway Rule Changes e) FY15 Wave 4 Survey Results Primary Points of Contact and Continuous Outreach Announcements 22

23 Announcements Kristina Kottke is the new Executive Assistant. Phone Number: With the new TxDOT reorganization, PEPS is now under the Chief Engineer, Bill Hale, PE. PEPS continues to report to a Steering Committee under the direction of Bill Hale, Mark Marek and Randy Hopmann. 23

24 Q&A responses 1. Is there a registration or list we need to be on in the event that an Architectural opportunity should arise? Not at this moment. Firms may look for opportunities on the projected contracts list available online. Also, we encourage firms to look for subcontracting opportunities with prime firms. As we keep growing and improving, the PEPS website will be updated to enhance the solicitation process and promote fair competition. 24

25 Thank you for listening Your feedback is important for PEPS success! Please submit questions by COB on March 31 th, 2016 to: Q&As will be posted on TxDOT s Doing Business website Consultants page Next Quarterly Webcast will be posted on June 21st, Maybe 25