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CONFIDENTIAL DRAFT
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 Deliver the right projects
Focus on the Customer
Foster Stewardship
Optimize System Performance
Preserve our Assets
Promote Safety
Value our Employees
Values People, Accountability, Trust,
Honesty
2
PEPS Mission – Goals - Values
PEPS - Then and Now
3
The primary reason PEPS was
created was to provide…
CUSTOMER SERVICE
PEPS Organization
4
Austin SCM
Charles Davidson, PE
512-832-7315
San Antonio SCM
Larry Wenger, PE
210-615-5971
Houston SCM
Gail Morea, PE
713-802-5795
PEPS Division Director
Martin Rodin, PE
512-416-2038
Business Operations
Roy Gonzales
512-416-2034
Urban District SCM
Jaime Vela, PE
512-416-2007
Dallas SCM
Joe Jancuska, PE
214-320-6187
Ft. Worth SCM
Norma Glasscock, PE
817-370-3675
Center of Excellence
Dan Neal, PE
512-416-2667
Deputy Director
Lucio Vasquez, PE
512-416-2039
El Paso SCM
Jaime Perales, PE
915-790-4313
FTE Allocation: 122
Executive Assistant
Kristina Kottke
512-416-2037
SCM for Divisions
Kori Rodriguez, PE
512-416-2268
Invoice Center
Tira Dobrozensky
512-317-8511
Rural District SCM
Lynn Daniel
940-937-7281
Controls Center
Dione Albert
512-416-2003
PEPS Service Centers
5
Austin SC – Charles Davidson
Dallas SC – Joe Jancuska
El Paso SC – Jaime Perales
Fort Worth SC – Norma Glasscock
Houston SC – Gail Morea
San Antonio SC – Larry Wenger
SC for Divisions – Kori Rodriguez
Rural Districts SC – Lynn Daniel
Urban Districts SC – Jaime Vela
PEPS - Then and Now
6
THEN – 2015
No. of PEPS Employees 69 FTE
TxDOT Annual Letting $3-$4 Billion
Procurement Amount $795 M
No. of Contracts 200 EA
No. of Work Authorizations 700 EA
No. of Late WA 139 EA
No. of Invoices 4,000 EA
% of Invoices Paid On Time 86%
NOW – 2019
No. of PEPS Employees 122 FTE
TxDOT Annual Letting $8-$10 Billion
Procurement Amount $1.6 Billion
No. of Contracts 350 EA
No. of Work Authorizations 1,700 EA
Number of Late WA 63 EA
No. of Invoices 13,000 EA
% of Invoices Paid On Time 94%
TxDOT Annual Letting
7
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3
4
5
6
7
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12 13 14 15 16 17 18 19 20 21 22 23 24 25
Billio
ns
Baseline Additional MAP-21 Proposition 7
Prop 7 significantly increases TxDOT Letting Volume
$4.3 Billion Average Letting (FY 2012 – 2016)
$6.5 Billion Average Letting (FY 2017 – 2025)
PEPS Annual Procurement
8
$200,000,000
$400,000,000
$600,000,000
$800,000,000
$1,000,000,000
$1,200,000,000
$1,400,000,000
$1,600,000,000
FY13 FY14 FY15 FY16 FY17 FY18 FY19 FY20
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How do I get started?
Be registered as a business with the State of Texas
http://comptroller.texas.gov
Be registered as engineering firm with the Texas PE Board http://engineers.texas.gov
Obtain precertification with TxDOT
http://www.txdot.gov/business/consultants/architectural-engineering-surveying/getting-
started/precertification.html
Become administratively qualified with TxDOT
http://www.txdot.gov/business/consultants/architectural-engineering-surveying/getting-
started/administrative-qualification.html
Check the TxDOT webpage for listing of projected
contracts and pre-RFQ meetings
http://ftp.dot.state.tx.us/pub/txdot-info/des/cco/professional_services/projected_contracts.pdf
Submit your qualifications
Getting Started
Procurement Tips
11
Don’t Get
Disqualified
Submit on time
Check your
forms and
QA/QC your
work
Keep alert to
amendments
Use your best
examples
Ask questions Showcase your
PM and TL
Focus on
challenges and
solutions
Be clear, concise,
and technical Don’t use the space
for marketing
Ask for a debrief
Negotiations
12
Consultants fill out
initial rate card
Indicate if similar
rates negotiated
Expanded range of
the Rate Tool
Proceeding to live
after two rounds
No more 24-hour
gauntlets
Added an appeal
procedure
Service Center
manager review and
approval
Salary Survey data
being collected
Discussing annual
rate negotiations
Providing more DBE
and HUB
opportunities
Procuring more
Federal contracts
PEPS Division – Four Proposed Rule Changes
13
TAC 9.34 - Proposed Revisions
90 Day Extension of Administrative Qualifications (AQ) Rate
Negotiation of Annual Labor Rates
Approved Overhead Rate Implemented at Time of Negotiations
Bonus Policy Requirements
14
What: 90 day extension of Administrative Qualifications (firm overhead) rate
Why: PEPS Division audits over 300 firm overhead rates annually
Over 200 reports come in for review on or around June 30th annually
Firms are disqualified if their overhead rate is not audited and renewed
Provides streamlining and more flexibility in executing contracts during the
annual renewal period
Promotes increased consistency and efficiency in PEPS operations
Improves competition by not disqualifying firms during the next wave
How: • Allow an extension of overhead rate up to 90 days with PEPS approval
• Must have a approved overhead rate currently in place
• Must have an overhead audit renewal report already submitted for review
PEPS Division – Four Proposed Rule Changes
15
What: Approved overhead rate implemented at time of negotiations
Why: Confusion exists currently on which overhead rate is used during labor rate
negotiations
Federal rules require using approved overhead rate in place at start of
negotiations
Provides clarity to PEPS policy
How: Issuance of the pre-negotiations report by PEPS is the trigger for the firm
overhead rate to be used
That overhead rate will then apply and be used throughout all contract
negotiations
PEPS Division – Four Proposed Rule Changes
16
What: Negotiation of Annual Labor Rates
Why: In FY18, PEPS executed 304 contracts but negotiated 2,006 times
Negotiations may take up to 110 hours per contract (14 days)
Annual negotiations could be done in 24 to 40 hours (3 to 5 days)
Annual negotiations could provide a time savings of 50% or more
Annual negotiations could provide cost savings of $1.36 million yearly
Provides streamlining, increased consistency and efficiency in operations
How: Ask firms to submit rates annually to establish the industry norms
Protect the confidentiality of the annual employee rate information
Establish a single Negotiations group within PEPS for consistency
Work with industry to define processes for rollout in FY2020
Allow for rate negotiations on case by case basis during implementation
PEPS Division – Four Proposed Rule Changes
17
What: Defining bonus policy requirements
Why: Bonus compensation is an allowable cost to be used in the annual overhead
audit allowed by Federal Acquisition Regulations (FAR)
Considerations for allowing bonuses are also contained in the AASHTO Audit
Guide
Current TxDOT policy is not clear concerning bonus conformance
Provides clarity to PEPS policy
How: Require that written bonus plan be in place and follow AASHTO Audit Guide
Clarify that bonuses are allowable, provided a written bonus plan or
documented performance review is followed
PEPS Division – Four Proposed Rule Changes
Proposed Specific Discipline Engineering Contracts
18
PEPS Division will procure seven ID contract disciplines that have traditionally been procured as
elements in PS&E contracts. This provides:
(1) flexibility to Districts needing discrete elements of work to be outsourced on an in-
house designed project
(2) more discipline specific procurement opportunities
PEPS Division will procure the following ID discipline specific contracts starting in FY 2019
Waves 2, 3 and 4:
Bridge Design
Roadway Design
Complex Geotechnical
Pavement Design
Complex Traffic Control
Drainage
Signing, Pavement Markings and Signalization
More Federal Contracts
19
Starting with FY 2019 Wave 2, PEPS Division will encourage District and
Division customers to use Federal Procurement Process for all
SCH/ENV, PS&E and CEI going forward.
New Federal Process requires consultant proposal for review rather than
statement of qualifications
New Federal Process has with interview and without interview options
Even though we procure using Federal Process, this does not mean that all
contracts will have Federal funds associated with them
Routine procurements for contracts such as Survey, SUE, Geotechnical and
Materials Testing can still be State Procurement Process
District or Division customers can always request exception to Federal
Process procurement for individual contracts
CONFIDENTIAL DRAFT
Work Authorizations and Expenditures
20
Be enablers of DE/DD in executing project portfolios
New WA metric of 50 days total – 13th Month!
Weekly staff meetings
Monthly work authorization report
Shared review/checklist with CSD
Reduced holdout for contingencies
Sharing contracts across boundaries
And Now for the Third Time Ever!
21
Third Annual PEPS Conference
November 20th and 21st
Embassy Suites Conference Center
San Marcos, Texas