OVERVIEW OF PEPS PROCUREMENT PLANNING & EL PASO DISTRICT

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1 OVERVIEW OF PEPS PROCUREMENT PLANNING & EL PASO DISTRICT Martha Juch, P.E. Eddie Valtier, P.E. November 3, 2017

2 Overview of PEPS Procurement Planning Martha Juch, P.E. 2

3 Procurement Planning Annual Procurement (FY) Plan Waves Procurement Events (Boot Camp/Kick off) 3

4 Annual Procurement Plan Development Timeline Early April Mid April End of May June Early July Mid-July Mid-July End of July Early August PEPS sends needs request planning spreadsheet to D/D D/D submits signed spreadsheet to PEPS PEPS develops draft FY procurement plan PEPS works with D/D to refine draft procurement plan PEPS prepares final draft of plan & develops Waves PEPS meets internally to discuss draft of FY Procurement Plan with Waves PEPS submits plan to Steering Committee for approval Steering Committee approval PEPS posts Procurement Plan as Project Contracts List 4

5 FY 2018 Procurement Plan District/Division Needs Request Professional Services Contracts Planning Request District or Division: PEPS Service Center: DE or DD Name: SCM Name: DE or DD Signature: SCM Signature: Date: Date: District or Division Discipline Description (Location, project limits, type of work) Date Contract Needs Executed Place of need (County, District,) PM or District/ Division Contact SD or ID Funding Type (State or Federal) CSJ (for SDs) Target amount (total $) Number of contracts Comments (related projects, letting dates, other factors) 5

6 FY 2018 Procurement Plan District/Division Needs Request PEPS Service Center: District or Division: Austin Austin DE or DD Name: Terry McCoy, P.E. SCM Name: Charles K. Davidson, P.E. DE or DD Signature: SCM Signature: Date: 5/19/17 Date: 5/19/17 District or Division Discipline Austin Austin Austin CEI Traffic Engi. Traffic Eng. Description (Location, project limits, type of work) To inspect construction of IH 35 South of Holly Date Contract Needs to be Executed November St to 2018 ITS Study for various projects in the Austin District July 2018 Signal Timing for various projects in the Austin District January 2018 Place of need (County, District, Statewide ) PM or District/ Division Contact SD or ID Funding Type State or Federal Travis County BE SD Federal CSJ (for SDs) Number of contracts District wide FY 19 Need JN ID State 2 District wide FY 19 Need JN ID State 1 Comments (related projects, letting dates, other factors) Metro Districts future need for IH 35/US 183 DC to be let for constructions Metro Districts future need for IH 35 and or Corridor projects Metro Districts future need for IH 35 and or District wide projects 6

7 PEPS Procurement Planning Considerations 1 Number of project needs 2 Similarity of multiple projects (disciplines) 3 Project size, value, duration, & complexity 4 Funding Source 5 Magnitude of work type needed 6 Department goals & objectives 7 Good contracting practices 7

8 Procurement Timeline 8

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13 Projected Contracts List Left Columns 13

14 Projected Contracts List Right Columns 14

15 FY17 and FY18 Procurement Plans FY17 Plan 350 contracts with an estimated value of $1,618,929,000 Indefinite Deliverable 288 contracts (82%) $916,900,000 (57%) Specific Deliverable 62 contracts (18%) $702,029,000 (43%) FY18 Plan 265 contracts with an estimated value of $1,408,565,000 Indefinite Deliverable 204 contracts (77%) $701,450,000 (49%) Specific Deliverable 61 contracts (23%) $707,115,000 (51%) 15

16 The Plan is Dynamic Annual Procurement Plan Plan at beginning of Wave 1 Plan at end of Wave 4 FY Contracts Estimated Value Contracts Estimated Value $538,550, $889,100, $844,700, $1,488,880, $1,480,308, $1,618,929, $1,408,565,000?? 16

17 El Paso District Eddie Valtier, P.E. 17

18 El Paso District The El Paso district is unique due to it s proximity to the border with Mexico and New Mexico. FAST FACTS : Population 855,593 (Bilingual) Six Counties Urban (El Paso) Rural (Brewster, Culberson, Jeff Davis, Hudspeth and Presidio) Area (Sq. Miles) 21,700 Lane Miles 4,917 18

19 El Paso District Types of Consultant Contracts Survey Individual Projects: PS&E Individual Projects: Schematic Utility Contracts Construction Inspection Traffic Planning corridor studies Materials Engineering BRINSAP Bridge Design Traffic Engineering Geotech 19

When is the project letting? Will you need Construction funds for the Consultant?

20 Planning the El Paso District PS-CAMS Budget Review existing consultant contracts to determine FY budget What do you have left on the contract? When is the project letting? Will you need Construction funds for the Consultant? Bi-annual Review of proposed studies What corridor studies are coming up? Reimagine I-10, US 67, Montana, Doniphan 20

21 Planning the El Paso District PS-CAMS Budget Review the 4-year plan What major projects are coming up? Engineer s estimate for Design/Construction Supervisor/Project Managers input Review upcoming projects, and determine which will be consultant-developed vs. TxDOT-developed Keep a spread sheet of consultant projects. El Paso District: 70% consultant vs. 30% in-house 21

22 Planning the El Paso District PS-CAMS Budget (continued) Determine the contract length for projects and the letting date Budget these projects over the estimated contract period. Include construction time if necessary. Organize a meeting with supervisors to determine the next 2-3 years needs for consultant contracts Projects, utility, ROW, and survey Coordinate with PEPS on project-specific contracts Provide CST members. 22

with PEPS Subject Matter Experts (other districts or

23 Selecting a Successful CST Team Mixture of level of experience District Administration and supervisor support Coordinating with PEPS Subject Matter Experts (other districts or divisions) Design Planners Environmental Supervisors Traffic Construction 23

24 How does El Paso District Estimate Budget Every Year? Communication Open-door policy Review budget quarterly Budget team coordinates with PEPS Budget team coordinates with supervisors on all contracts 24

25 El Paso District - By The Numbers FY14 (Spent 1000% of budget) Budget Allocation $2,886,000 Expenditures $30,398,952 (Lessons Learned: El Paso District needed a more robust way to budget and track consultant contracts.) FY15 (Spent 108% of our Budget) Budget Allocation $13,182,968 Expenditures $14,262,100 25

26 El Paso District - By The Numbers (continued) FY16 (Spent 121% of our Budget) Budget Allocation $14,118,926 Expenditures $17,105,675 FY17 (Spent 97% of our Budget) Budget Allocation $23,082,279 Expenditures $22,456,088 26

27 FY2017 Allocation vs Expenditures 27

28 Questions? 28

29 Contact Information Martha Juch, P.E. TxDOT PEPS Center of Excellence (512) Eddie Valtier, P.E. TxDOT El Paso TP&D Director (915)

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