PEPS Quarterly Consultant Webcast

Transcription

1 PEPS Quarterly Consultant Webcast Lorena Echeverria de Misi, P.E. PEPS Division Director February 24, 2015

2 Objectives 1 2 PEPS Organizational Update FY14 Procured Capacity 3 FY15 Procurement Plan 4 Continuous Improvement Initiatives Performance Metrics: Work Authorizations Debriefs 5 Communications and Primary Points of Contact 1

3 Who we are and what we do 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 (PEPS) represents the new consolidated procurement organization supporting engineering, architectural and surveying contracts Values Trust, Integrity, Responsibility, Excellence, Service 2

4 PEPS Leadership 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 Lorena Echeverria de Misi Deputy Division Director Lucio Vasquez Center of Excellence Camille Thomason Business Operations Center Roy Gonzales 3

5 PEPS Operational Update Consultant Selection Leadership & Staff Negotiations Process Consolidated Organization Contracting Strategy & FY Plan PM & Contract Administration Waves 4

6 Objectives 1 2 PEPS Organizational Update FY14 Procured Capacity 3 FY15 Procurement Plan 4 Continuous Improvement Initiatives Performance Metrics: Work Authorizations Debriefs 5 Communications and Primary Points of Contact 5

7 Utilization of Procured Capacity Contracts prior to FY14 Contracts in FY14 $158 MM 32% $329 MM 68% Total capacity utilized in FY14 = $487 MM 6

8 What consultant diversity looks like today for TxDOT Pre-PEPS (42% HUB/DBE) PEPS (57% HUB/DBE) XX New New Firms Firms (1166 total firms) New New Firms Firms (680 total firms) HUB/DBE Prime Firms 134 Prime Firms HUB/DBE Data spans two fiscal years, FY13 - FY14. 7

9 Objectives 1 2 PEPS Organizational Update FY14 Procured Capacity 3 FY15 Procurement Plan 4 Continuous Improvement Initiatives Performance Metrics: Work Authorizations Debriefs 5 Communications and Primary Points of Contact 8

10 FY15 Procurement Plan 9

11 Waves of Procurement Key takeaways Waves of procurement allow the bundling of procurement events, resulting in consultants being more strategic in what they pursue. FY14 results indicate that new firms, small firms, and HUB/DBE firms are able to be more competitive. 10

12 Projected Contracts List Estimated Date of RFQ PEPS Service Center Procurement Contact Selection Process Pre-RFQ Meeting Intended Location Contract Type Specific Indefinite Deliverable Approximate Work Value Jun-15 Austin Charles Davidson TBD N/A Austin X TBD IH35 Segments TBD Highway Project Limits Consultant Work Description Construction Engineering Inspection (CEI) Wave 4 Service Center Manager Key takeaways PEPS Service Center Manager (SCM) is the primary point of contact for procurement related information on the list. Once RFQ is advertised, all questions and communications need to be coordinated through PEPS. ID procurements will be added to the list 30 days prior to RFQ advertisement. SD procurements planned for the year will be added to the list, way in advance of its Wave. 11

13 Service Center Procurements vs. Geographical Need Key takeaways We are no longer operating under a regional model of procurement. In this illustration, the inability for a qualified provider to not be able to get on a team if they do not have an office in San Antonio is a detriment to the department s contracting program. Critical to understand that the place of need for the contract is not tied to the procuring center, so that optimal teaming partnerships are considered. 12

14 Statement of qualifications (SOQ) should focus on the broad range of technical experiences The focus is on what knowledge, experience, resources, and ideas that the consultant brings to the table New providers and providers new to Texas are given an equal opportunity, including their experience gained performing similar work with other entities Selection criteria and scoring is based on all experience, including work performed for other DOTs, counties, cities, RMAs, tolling authorities, and the private sector Key takeaways We need consultant diversity to drive competition and consultant performance across TxDOT through the exchange of new ways of doing things that bring cost-savings back to the department. Diversity expands and optimizes the pool of qualified consultants; therefore increasing the available expertise with the potential to continually inject new ideas and innovations into our projects 13

15 Contract Invoicing Requirements Key takeaways If work is performed, submit an invoice monthly. If no work is performed (or minimal costs incurred), do not invoice monthly. However, no later than 90 days after the costs are incurred. PEPS asks that you manage your invoicing so that we can more efficiently manage cash flow needs for our contract portfolio. 14

16 Objectives 1 2 PEPS Organizational Update FY14 Procured Capacity 3 FY15 Procurement Plan 4 Continuous Improvement Initiatives Performance Metrics: Work Authorizations Debriefs 5 Communications and Primary Points of Contact 15

17 Objectives 1 2 PEPS Organizational Update FY14 Procured Capacity 3 FY15 Procurement Plan 4 Continuous Improvement Initiatives Performance Metrics: Work Authorizations Debriefs 5 Communications and Primary Points of Contact 16

18 Work Authorization Performance Metrics 45 working days 5 working days District Makes Request PEPS Assigns Contract District and Consultant Develop Final Documents PEPS Final Processing Executed WA Prop 1 * Prop 1 projects are given priority, while still following the WA workflow. 17

19 Objectives 1 2 PEPS Organizational Update FY14 Procured Capacity 3 FY15 Procurement Plan 4 Continuous Improvement Initiatives Performance Metrics: Work Authorizations Debriefs 5 Communications and Primary Points of Contact 18

20 Pilot: Group Debrief What is being piloted A group debrief conducted via webinar with firms submitting an SOQ. SOQ responses illustrating a great response for questions in the RFQ would be provided. Names of individuals and firms would be redacted to ensure anonymity. Pilot scheduled for a Wave 2 procurement. Benefits Provides a level of guidance for improvement. Provides a consistent framework and structure for debriefs. Evens the playing field as every firm is hearing the same information at the same time. Allows for the timing of the debrief to occur prior to completion of the procurement. Reduces travel time and costs for firms. Key takeaways Pilot is one of several improvements we are exploring in making our debrief procedures consistent statewide. The goal is to provide meaningful information presented in a manner that allows each provider to better understand how to improve their SOQ responses for future pursuits. This is important so that we continue to foster a competitive environment. 19

21 Objectives 1 2 PEPS Organizational Update FY14 Procured Capacity 3 FY15 Procurement Plan 4 Continuous Improvement Initiatives Performance Metrics: Work Authorizations Debriefs 5 Communications and Primary Points of Contact 20

22 Communications & Primary Points of Contact Project-Related Information District Director of Transportation Planning and Development (TP&D) Division Directors Procurement- Related Information Service Center Managers (SCMs) Pre-RFQ meetings and workshops Continuous Outreach TxDOT - ACEC Executive Strategy Board meetings (quarterly) Statewide consultant webcast (quarterly) ACEC local chapter - District - PEPS Service Center meetings (quarterly) TxDOT Website PEPS Division page Targeted surveys, focus groups, other presentations 21

23 PEPS website improvements coming soon Top 3 Improvements Improved consolidated contract solicitation page allows for easier notification of procurement information. Revised precertification and administrative qualification sections in a user-friendly format. Updated overall presentation of information in easy to find layout. 22

24 Please submit questions to PEPS by COB on March 10th, 2015 Q&As will be posted on TxDOT s PEPS Division site Next Quarterly Webcast will be posted on TxDOT s PEPS Division site on June 23,