2017 TxDOT Professional Engineering Procurement Services Conference November 3, 2017

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1 2017 TxDOT Professional Engineering Procurement Services Conference November 3, 2017 Omni Austin Hotel Southpark 4140 Governor s Row Austin, Texas 78744

2 MORNING SCHEDULE 7:30 a.m. 8:30 a.m. REGISTRATION, MEET AND GREET, AND BREAKFAST (Omni Ballroom Foyer) 8:30 a.m. 9:00 a.m. WELCOME (Omni Ballroom) Lauren Garduño, P.E., TxDOT Director of Project Planning and Development 9:00 a.m. 9:30 a.m. OVERVIEW OF PEPS/PROCUREMENT (Omni Ballroom) 9:30 a.m. 9:45 a.m. BREAK Martin Rodin, PEPS Division Director 9:45 a.m. 11:15 a.m. PANEL DISCUSSION ON CONSTRUCTION ENGINEERING INSPECTION (Omni Ballroom) Moderator: Martin Rodin Panelists: 11:15 a.m. 11:30 a.m. BREAK Brian Huntsinger, Volkert, Inc. Howard Holland, Raba Kistner Matt Evans, TxDOT San Angelo Director of Construction Darwin Myers, TxDOT Navarro/Ellis Area Engineer 11:30 a.m. 1:00 p.m. LUNCH WITH GUEST SPEAKER LEGISLATIVE IMPACTS (Omni Ballroom) 1:00 p.m. 1:30 p.m. BREAK Austin Southpark Randy Hopmann, Director of District Operations TxDOT Professional Engineering Procurement Services Conference

3 TRACK A Omni C 1:30 p.m. 2:30 p.m. NO SESSION AFTERNOON SCHEDULE: TRACK A Moderator: Jaime Vela, PEPS Central Service Center Manager 2:45 p.m. 3:45 p.m. SELECTION PROCESSES AND RFQ QUESTION DEVELOPMENT Raul Ortega, PEPS Service Center for Divisions Jessica Andrews, PEPS Fort Worth This session will review each of the qualifications-based processes used in procuring PEPS contracts, including Accelerated, Streamlined, Comprehensive, and Federal. There will also be a discussion of best practices used in developing Request for Qualifications questions. 4:00 p.m. 5:00 p.m. INVOICING Tamika Griffin, PEPS Service Center for Divisions This session will walk through the invoice processes and procedures for various contract types. 3

4 TRACK B Omni D AFTERNOON SCHEDULE: TRACK B Moderator: 1:30 p.m. 2:30 p.m. SCREENING Kori Rodriguez, PEPS Service Center for Divisions Manager Joe McCarthy, PEPS Fort Worth This session will cover the process PEPS uses to determine whether the Statements of Qualifications packages submitted by consultants have met the requirements posted in the Requests for Qualifications. 2:45 p.m. 3:45 p.m. HUB/DBE Carlos Balderas, HUB Program Director Dave Tovar, Contract Compliance Section Director This Historically Underutilized Business (HUB) and Disadvantaged Business Enterprise (DBE) session will cover the requirements and processes for promoting business opportunities with firms owned by minority, women, or disadvantaged individuals. 4:00 p.m. 5:00 p.m. ADMINISTRATION QUALIFICATIONS AND PRECERTIFICATION Bruce Reed, PEPS Business Operations Center Angie Yokie, PEPS Business Operations Center This session will step through the requirements of the Administrative Qualifications and Precertification processes. Administrative Qualification is the process to verify that a firm has an indirect cost rate that meets department requirements. Precertification establishes the minimum technical qualifications to perform work under a standard work category TxDOT Professional Engineering Procurement Services Conference

5 TRACK C Oaks AFTERNOON SCHEDULE: TRACK C Moderator: 1:30 p.m. 2:30 p.m. DEBRIEFS Efrain Esparza, PEPS El Paso Service Center Manager Gail Morea, PEPS Houston Service Center Manager Norma Glasscock, PEPS Fort Worth Service Center Manager This session will cover the PEPS process for providing individual and group debriefs, including the types of information provided to consultants to assist them in planning for future procurements. 2:45 p.m. 3:45 p.m. WA ASSIGNMENTS Lynn Daniel, PEPS Central Chris Henry, PEPS Central This session will outline the processes utilized by the Central Service Center to issue work authorization assignments for indefinite deliverable contracts. 4:00 p.m. 5:00 p.m. PROCUREMENT PLANNING Martha Juch, PEPS Center of Excellence Eddie Valtier, El Paso TP&D Director This session will walk through the collaborative process used between PEPS and the Districts and Divisions to identify contract needs and to develop an annual procurement plan. 5

6 TRACK D Omni E/F AFTERNOON SCHEDULE: TRACK D Moderator: Joe Jancuska, PEPS Dallas Service Center Manager 1:30 p.m. 2:30 p.m. LEVEL OF EFFORT AND NEGOTIATIONS Phil Howlett, PEPS San Antonio Richard De La Cruz, TxDOT San Antonio This session will cover the best practices and procedures for negotiating the level of effort, scope, schedule, and budget. 2:45 p.m. 3:45 p.m. NEGOTIATIONS (RULES OF ENGAGEMENT) Dan Neal, PEPS Center of Excellence Manager Steve Stagner, ACEC President This TxDOT and ACEC joint session will cover the rules of the road in negotiations, including the expected process and acceptable/ unacceptable practices of both sides in the negotiations process. 4:00 p.m. 5:00 p.m. PRIME PROVIDER EVALUATIONS Thuy Luong, PEPS Center of Excellence This session will cover the purpose of the evaluation, how evaluation scores are used in the selection process, what to do if the firm or the project manager does not have evaluations on file, and the changes to the prime provider evaluation process. TXDT TxDOT Professional Engineering Procurement Services Conference

7 CONFERENCE SPEAKERS Angie Yokie Angie is an Administrative Qualifications (AQ) auditor for the PEPS Business Operations Center. She has previously worked as an Accounts Examiner, Accountant, Budget Analyst, Accounts Examiner, and Financial Analyst. Brian Huntsinger Brian is a Vice President at Volkert, Inc., which is a leading provider of transportation and infrastructure engineering services to federal, state, and municipal government and private industry clients throughout the United States and internationally. Prior to his experience in the consulting industry, Brian worked in various capacities at TxDOT and the Federal Highway Administration (FHWA). He holds a B.S. degree in civil engineering from Texas Tech University. Bruce Reed Bruce has been a TxDOT auditor for seven years and is the current AQ lead for the PEPS Business Operations Center. Bruce holds a bachelor of business administration from Stephen F. Austin State University, is certified in Risk Management Assurance, is an Accredited Financial Examiner, and is licensed in Risk Management. Carlos Balderas Carlos joined TxDOT in July 2014 and provides support to the Civil Rights Division (CIV) Director and CIV staff by managing the HUB Program, and state and federal reporting. Carlos holds a bachelor of humanities degree from St. Edward s University. Chris Henry Chris joined TxDOT in December 2004 in the Wichita Falls District Design Office and joined the Project Management Office in May Chris joined the PEPS Central Service Center in November 2015, managing the CEI contract assignments for the 19-district Central Service Center. Chris holds a bachelor of science degree in engineering from Midwestern State University and is a licensed P.E. Dan Neal Dan joined the Design Division - Consultant Contract Office (now PEPS-COE) as the Associate Director in November As manager of the Center of Excellence, Dan is responsible for the development, implementation, and improvement of the program and support for TxDOT s qualifications-based engineering, surveying, and architecture contracts. Dan holds a bachelor of science degree in petroleum engineering from the University of Texas at Austin. Dan is a licensed P.E. in Texas, a licensed professional geoscientist in Texas, a licensed Leaking Petroleum Storage Tank Corrective Action Project Manager, a Certified Texas Procurement Manager, and a Certified Texas Contract Manager. Darwin Myers Darwin began working with TxDOT in 1984 following graduation from Lamar University. He was named the Ellis/Navarro County Area Engineer in April He and the employees in the Ellis and Navarro County Offices are responsible for the design, construction, maintenance, and operation of the state highway system in each county. 7

8 CONFERENCE SPEAKERS Dave Tovar Dave joined TxDOT in 1997 and is the contract compliance section director in TxDOT s Civil Rights Division at the agency headquarters in Austin, Texas. He currently manages the agency s DBE Compliance program. Dave has a master of business administration degree from St. Edward s University in Austin, Texas. Eddie Valtier Eddie is the Director of Transportation Planning and Development for the El Paso District, and is involved in all aspects of the El Paso District, including funding, design, budgets, environmental, public involvement, and administration. Eddie also works with local governments in the region to support their needed roadway projects funded with federal and state funding. Efrain Esparza Efrain began his career with TxDOT in summer 1988 as an intern and is now the Service Center Manager for the PEPS El Paso Service Center. Efrain manages and supports the procurement activities of professional engineering, surveying, and architectural services for the El Paso District and holds a bachelor of science degree in civil engineering degree from the University of Texas at El Paso. Gail Morea Gail serves as the Service Center Manager for the PEPS Houston Service Center where she leads/manages the procurement activities for the Houston District and negotiations with a staff of four procurement engineers toward contract development and execution. Gail also assists the Houston District in the development of their rolling four-year Legislative Appropriations Request. Howard Holland Howard currently works for Raba Kistner with a focus on delivery of CEI services and the quality assurance of operations and maintenance for design build projects. He is a graduate of Texas A&M University and serves on the Board of Directors for AMOTIA (Association for the Management and Operations of Transportation Infrastructure Assets). Martha Juch Martha joined TxDOT in April She provides support to the PEPS COE Manager and coordinates with other PEPS COE staff in the support of the section s programs and goals. Martha holds a Bachelor of science in civil engineering degree from Texas A&M University, a master of science in environmental engineering degree from Rice University, and a master of engineering in civil engineering degree from Texas A&M University, is a licensed P.E., a Certified Floodplain Manager, and a certified Diplomate Water Resources Engineer. Martin Rodin Martin began his TxDOT career in 1985 as an Engineering Assistant in the TxDOT Dallas District. He continued his TxDOT career by moving to the Amarillo District and becoming District Bridge Engineer in 1989 before becoming District Design Engineer and Director of TP&D for Amarillo. Martin has extensive experience managing civil engineering and transportation programs and is an award-winning design engineer. Martin holds a master s degree in business administration from West Texas A&M University and a bachelor s degree in civil engineering from Texas Tech University. Matt Evans Matt began his TxDOT career as an Environmental Specialist in the Waco District in He became the Big Spring Area Engineer in 2016 before his appointment to San Angelo Director of Construction in August Matt holds a master s degree in civil engineering from Texas Tech University and is a licensed P.E. Norma Glasscock Norma joined TxDOT in After 13 years in the Abilene District, she joined the PEPS Division in August 2013 and became the PEPS Fort Worth Service Center Manager in October Norma holds a bachelor of science in civil engineering degree from Texas A&M University TxDOT Professional Engineering Procurement Services Conference

CONFERENCE SPEAKERS Joe Jancuska Joe began his career with TxDOT in February 1988 as an engineering assistant in the Dallas District after graduation from the University of Texas at Arlington with a

9 CONFERENCE SPEAKERS Joe Jancuska Joe began his career with TxDOT in February 1988 as an engineering assistant in the Dallas District after graduation from the University of Texas at Arlington with a bachelor s degree in civil engineering. He became the PEPS Dallas Service Center Manager in December 2013 and has been involved in procuring many Engineering, Survey, and Architecture contracts. Joe McCarthy Joe has been a member of the TxDOT family since December 2006, beginning his career in the Dallas District as a purchaser (CTP). His career in the private sector prior to TxDOT included 18 years of fluids analysis as a laboratory manager supporting several national railway systems and eight years as a laboratory/process management consultant for the semiconductor fabrication industry. Phil Howlett Phil began his TxDOT career in February 2001 where he started as an Engineer-in-Training in the San Antonio District s Laboratory. Phil is a Procurement Engineer and has been with PEPS since its inception in He holds a bachelor of science in civil engineering degree from the University of Texas at San Antonio. Jaime Vela Jaime holds a bachelor s degree in civil engineering from Texas A&M University and brings 19 years of transportation engineering experience working with consultants and TxDOT, including the Laredo District, South Region, Project Management Office (PMO), and the PEPS Division. He was promoted to PEPS Central Service Center Manager in December He leads the Central Service Center, which provides support to the 19 non-metro districts in the procurement of professional engineering, surveying, and architectural services. Jessica Andrews Jessica joined TxDOT in May 2016 as a procurement engineer in the Fort Worth Service Center. Jessica s 15 years of engineering experience includes roadway and drainage design, water resources, and subsurface utility engineering. She holds a bachelor of science in civil engineering from Southern Illinois University Carbondale. Kori Rodriguez Kori began her TxDOT career in 1999 and has held various positions in the Bryan, Austin, and San Antonio Districts on a wide range of projects from the schematic phase working with land owners and municipalities to design and maintenance projects. As the Manager of the Service Center for Divisions, she fosters relationships with Division personnel, TxDOT Administration, and the consultant community to develop and maintain a high-functioning Service Center. Kori graduated from Texas A&M University. Lauren Garduño Lauren began his TxDOT career in 1987 and currently serves as Director of Project Planning and Development. He holds a master s degree in management and human relations from Abilene Christian University, a master s degree in civil engineering from Texas A&M University, and a bachelor s degree in civil engineering from Texas Tech University. Lynn Daniel Lynn began her TxDOT career in 2002 as an engineering assistant in the Childress Area Office and joined the PEPS Division in She is now a Lead Procurement Engineer for the PEPS Central Service Center. Lynn received her bachelor of science degree in biological engineering from the University of Georgia in

CONFERENCE SPEAKERS Randy Hopmann Randy began his career in TxDOT s Austin District in 1985, eventually serving as District Engineer in both the Lubbock and Tyler Districts before joining

10 CONFERENCE SPEAKERS Randy Hopmann Randy began his career in TxDOT s Austin District in 1985, eventually serving as District Engineer in both the Lubbock and Tyler Districts before joining Administration in He now oversees all 25 districts statewide as Director of District Operations. Randy holds a bachelor s degree in civil engineering from Texas A&M University. Raul Ortega Raul began his TxDOT career as an intern in 2003 and then full-time in 2006 as an Engineering Assistant in the El Paso District. He joined the newly formed PEPS Division as a procurement engineer in Raul holds a bachelor of science in civil engineering degree from the University of Texas at El Paso and is a licensed P.E. Richard De La Cruz Richard joined TxDOT in April 2015 as a Project Manager in the San Antonio Advanced Planning Section. He holds a bachelor of science degree in civil engineering from Texas A&M University and is a licensed P.E. in California and Texas. Steve Stagner Steve is President of the American Council of Engineering Companies of Texas, the business association that represents Texas engineering firms. He holds degrees from Southern Methodist University and the University of Texas at Austin. Steve has coordinated ACEC Texas governmental affairs policy for over 25 years. Tamika Griffin Tamika joined TxDOT in October 2000 and became the Contract Administration Manager in April 2017, providing support and assisting PEPS staff with managing all the TxDOT Divisions professional services contracts. Thuy Luong Thuy joined TxDOT as an Engineering Assistant in September In her current role, she provides direct assistance to the PEPS-COE Section Director in the support of the PEPS s programs and goals, and she is responsible for providing training to staff in the PEPS Service Centers, Districts, and Divisions. She holds a bachelor of science degree in civil engineering from the University of Central Florida and a master of science in civil engineering degree from the University of Houston. She is a licensed P.E. and a Certified Texas Contract Manager TxDOT Professional Engineering Procurement Services Conference

11 KEY INITIATIVES INSTEAD OF NEW AND INITIATIVES With our goal of continuous improvement, the PEPS contracting process is an ever evolving one. With that in mind, we have highlighted a few key initiatives that have recently been or will soon be updated in some capacity. More information about each initiative will be shared as the things progress. This is simply to give notice about changes and to provide a primary point of contact should you have questions. PS-CAMS Database PS-CAMS is the PEPS database system of record for contract management and administration. All TxDOT and consultant Project Managers should have access to this system since they all have responsibilities for entering data throughout the contracting process. Contact: Mindi Menzel mindi.menzel@txdot.gov Prime Provide Evaluations The evaluation forms are being revised and will be built into PS-CAMS. The firm and Project Manager ratings are being revised to a simpler 1 to 5 scale. New, previously unrated firms will start with an average score. Reviews and approvals will ultimately be handled via DocuSign. Contact: Thuy Luong thuy.luong@txdot.gov WebEx Trainings Each professional services contract generally has an assigned HUB or DBE goal. TxDOT project managers are responsible for ensuring that HUB/DBE subprovider commitments are being met for all contracts. At the work authorization level, the individual project managers are responsible for entering and verifying the data. Each month, regardless of whether there is an invoice or not, data for subcontractor payments must be entered into PS-CAMS by the provider. Webex trainings are being provided to help walk through the process for entering the necessary data into PS-CAMS. PEPS HUB Program Contact: Lisa Merwin lisa.merwin@txdot.gov PEPS DBE Program Contact: Beth Rice beth.rice@txdot.gov PS-CAMS Contact: Mindi Menzel mindi.menzel@txdot.gov Non-listed Categories (NLC) TxDOT professional services contracts use standard precertification work categories and non-listed categories. Individuals who want to work on TxDOT contracts must demonstrate that they meet the minimum qualification require-ments for the applicable category, either by becoming precertified or by submitting a description of qualifications in response to a NLC for a particular solicitation. TxDOT is updating the list of precertification work categories some are being combined, 22 categories will expire, and 53 new categories will be added. Modifications to the computer system are underway and the updated category list will be released soon. Precertification Contact: Paula McGinley Paula.McGinley@txdot.gov Precertification program updates Contact: Stacy James stacy.james@txdot.gov Administrative Qualifications (AQ) The procurement wave schedule for FY2018 has been modified. All waves will begin approximately two months later than in previous years to help alleviate conflicts with Administrative Qualifications processing deadlines. However, providers are encouraged to do their part by submitting their annual AQ documentation as early as possible rather than waiting until the last minute. Contact: Bruce Reed bruce.reed@txdot.gov Rule Revisions The Commission recently approved revisions to 43 TAC 9.32 concerning Selection Process, Contract Types, Selection Types, and Projected Contracts. The revision increases the period in which an initial work authorization may be issued for indefinite deliverable contracts from two to three years. This amendment allows the department additional time to issue new work, which facilitates better management of contracting resources. Contact: Dan Neal dan.neal@txdot.gov

12 Thank you for attending the inaugural PEPS conference. We look forward to seeing you next year! Please complete a comment card before you go. Thank you!

PEPS DIVISION. Presentation for TxDOT Alliance HUB Symposium August 18, Professional Engineering Procurement Services (PEPS)

PEPS DIVISION. Presentation for TxDOT Alliance HUB Symposium August 18, Professional Engineering Procurement Services (PEPS) PEPS DIVISION Presentation for TxDOT Alliance HUB Symposium August 18, 2016 Agenda Topics 1 2 3 4 5 PEPS Introduction FY 2017 Procurement Plan Statewide FY 2017 Procurement Plan Houston Projects TxDOT