PEPS DIVISION SEPTEMBER 2018

Transcription

1 PEPS DIVISION SEPTEMBER 2018 Texas Department of Transportation, Right of Way Division May 2, 2016

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 Assets; Promote Safety, and Value our Employees Professional Engineering Procurement Services represents the consolidated procurement organization supporting engineering, architectural and surveying contracts Values People, Accountability, Trust, Honesty 2

3 PEPS - Functional Organization Deputy Director Lucio Vasquez, PE PEPS Division Director Martin Rodin, PE Executive Assistant Kristina Kottke Center of Excellence Dan Neal, PE Austin SCM Charles Davidson, PE El Paso SCM Jaime Perales, PE Invoice Center Tira Dobrozensky Business Operations Roy Gonzales Central SCM Jaime Vela, PE Ft. Worth SCM Norma Glasscock, PE SCM for Divisions Kori Rodriguez, PE Houston SCM Gail Morea, PE FTE Allocation: 121 Dallas SCM Joe Jancuska, PE San Antonio SCM Larry Wenger, PE

4 PEPS - Virtual 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 Jaime Perales 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 Invoice Center Tira Dobrozensky 4

5 PEPS - Then and Now THEN 2015 NOW 2018 No. of PEPS Employees 69 FTE No. of PEPS Employees 121 FTE TxDOT Annual Letting $4 Billion TxDOT Annual Letting $8 Billion Procurement Amount $795 M Procurement Amount $1.5 Billion No. of Contracts 200 EA No. of Contracts 350 EA No. of Work Authorizations 600 EA No. of Work Authorizations 1,400 EA No. of Late WA 139 EA Number of Late WA 41 EA No. of Invoices 4,000 EA No. of Invoices 12,000 EA % of Invoices Paid On Time 86% % of Invoices Paid On Time 98% 5

6 TxDOT Annual Letting 8 Billions $6.5 Billion Average Letting (FY ) $4.3 Billion Average Letting (FY ) Baseline Additional MAP-21 Proposition 7 6

7 TxDOT Annual Procurement NOTE: FY 19 to FY 20 are projections only. 7

8 FY 2019 Procurement Year 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 of the 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 8

9 PEPS Procurement Tips (Don t get disqualified) Check that all mandatory forms are in your package Keep alert to amendments Ask questions Showcase your PM and TL Focus on 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 your work Use your best examples Check your NLC experience requirements 9

10 PEPS Procurement Process Automated AQ and Precertifications Immediate DQ notification New precertifications Q&R focus on team experience Removed TxDOT experience references Project manager and task leader replacement PDF of Statement of Qualification submittal Removed SOQ from the Federal Process Automated NLC experience check 10

11 PEPS 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 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! 11

12 PEPS Negotiation Process Consultants fill out initial rate card Indicate if previous 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 12

13 Work Authorization Trends Backlog of work 13

14 Work Authorization Trends 50 Day metric 50 Days $1.0 B in FY 18 $1.2 B in FY 19 14

15 Invoice Process Invoices have tripled to over 12,000 annually Payment of invoices required within 30 days or pay interest Payments on time have increased from 88% on time to 98% on time Best practices memo regarding allowable reductions of less than 1% in lieu of invoice rejection 15

16 Invoice Trending 12,000 Invoices/yr. $80 Million/mo. 16

17 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 the Invoice Center in May 2018 PEPS El Paso, Austin and Fort Worth invoices rolled under the Invoice Center in June 2018 PEPS Service Center for Divisions invoices rolled under the Invoice Center in September

18 Evaluation Process Sunset and PSCAMS Update New system in PSCAMS in April 2018 Percentage of prime provider evaluations completed is increasing Tracking evaluations per Sunset guidelines Monthly progress report going out to all DE/DD Score of 60 or above is acceptable under new PSCAMS evaluation system Appeal through PEPS Division Director 18

19 Evaluation Process Sunset and PSCAMS Update We started at 2% complete in May 2017 when we began tracking prime provider evaluations 19

20 CEI - 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 20

21 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 21

22 And Now for the Second Time Ever! 22

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