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2017 PEPS Conference
OVERVIEW OF PEPS PROCUREMENT PLANNING & EL PASO DISTRICT2017 PEPS Conference
Martha Juch, P.E. │ Eddie Valtier, P.E.
November 3, 2017
2017 PEPS Conference 2
Overview of PEPS Procurement Planning
Martha Juch, P.E.
2017 PEPS Conference
Procurement Planning
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Annual Procurement (FY) Plan
Waves
Procurement Events (Boot Camp/Kick off)
2017 PEPS Conference
Annual Procurement Plan Development Timeline
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Early April PEPS sends “needs request” planning spreadsheet to D/D
Mid April D/D submits signed spreadsheet to PEPS
End of May PEPS develops draft FY procurement plan
June PEPS works with D/D to refine draft procurement plan
Early July PEPS prepares final draft of plan & develops Waves
Mid-July PEPS meets internally to discuss draft of FY Procurement Plan with Waves
Mid-July PEPS submits plan to Steering Committee for approval
End of July Steering Committee approval
Early August PEPS posts Procurement Plan as Project Contracts List
FY 2018 Procurement Plan – District/Division Needs Request
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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)
FY 2018 Procurement Plan – District/Division Needs Request
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District or Division: AustinPEPS Service Center: 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
Description (Location,
project limits, type of work)
Date Contract
Needs to be Executed
Place of need
(County, District,
Statewide)
PM or District/ Division Contact
SD or ID
Funding Type
State or Federal
CSJ (for
SDs)Number of contracts
Comments (related
projects, letting dates, other
factors)
Austin CEI
To inspect construction of IH 35 South of Holly St to …
November 2018
Travis County BE SD Federal
0015-13-381 1
Metro Districts future need for IH 35/US 183 DC to be let for constructions
AustinTraffic Engi.
ITS Study for various projects in the Austin District July 2018
District wide FY 19 Need JN ID State 2
Metro Districts future need for IH 35 and or Corridor projects
AustinTraffic Eng.
Signal Timing for various projects in the Austin District
January 2018
District wide FY 19 Need JN ID State 1
Metro Districts future need for IH 35 and or District wide projects
2017 PEPS Conference
PEPS Procurement Planning Considerations
• Number of project needs11
• Similarity of multiple projects (disciplines)22
• Project size, value, duration, & complexity33
• Funding Source44
• Magnitude of work type needed55
• Department goals & objectives66
• Good contracting practices77
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2017 PEPS Conference
Procurement Timeline
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2017 PEPS Conference
www.txdot.gov
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2017 PEPS Conference
www.txdot.gov
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2017 PEPS Conference
www.txdot.gov
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2017 PEPS Conference
www.txdot.gov
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2017 PEPS Conference
Projected Contracts List – Left Columns
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2017 PEPS Conference
Projected Contracts List – Right Columns
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2017 PEPS Conference
FY17 and FY18 Procurement Plans
FY17 Plan350 contracts with an estimated value of $1,618,929,000Indefinite Deliverable 288 contracts (82%) $916,900,000 (57%)
Specific Deliverable 62 contracts (18%) $702,029,000 (43%)
FY18 Plan265 contracts with an estimated value of $1,408,565,000Indefinite Deliverable 204 contracts (77%) $701,450,000 (49%)
Specific Deliverable 61 contracts (23%) $707,115,000 (51%)
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2017 PEPS Conference
The Plan is Dynamic
Annual Procurement Plan
FY
Plan at beginning of Wave 1 Plan at end of Wave 4
Contracts Estimated Value Contracts Estimated Value
2015 193 $538,550,000 253 $889,100,000
2016 279 $844,700,000 415 $1,488,880,000
2017 330 $1,480,308,000 350 $1,618,929,000
2018 265 $1,408,565,000 ? ?
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El Paso District
Eddie Valtier, P.E.
2017 PEPS Conference
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
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2017 PEPS Conference
El Paso District Types of Consultant Contracts
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• Survey
• Individual Projects: PS&E
• Individual Projects: Schematic
• Utility Contracts
• Construction Inspection
• Traffic Planning – corridor studies
• Materials Engineering
• BRINSAP
• Bridge Design
• Traffic Engineering
• Geotech
2017 PEPS Conference
Planning the El Paso District PS-CAMS Budget
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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
2017 PEPS Conference
Planning the El Paso District PS-CAMS Budget
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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
2017 PEPS Conference
Planning the El Paso District PS-CAMS Budget (continued)
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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.
2017 PEPS Conference
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
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2017 PEPS Conference
How does El Paso District Estimate Budget Every Year?
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Communication
Open-door policy
Review budget quarterly
Budget team coordinates with PEPS
Budget team coordinates with supervisors on all contracts
2017 PEPS Conference
El Paso District - By The Numbers
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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
2017 PEPS Conference
El Paso District - By The Numbers (continued)
26
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
2017 PEPS Conference
FY2017 Allocation vs Expenditures
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2017 PEPS Conference 28
Questions?
2017 PEPS Conference
Contact Information
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Martha Juch, P.E.TxDOT | PEPS Center of Excellence(512) [email protected]
Eddie Valtier, P.E.TxDOT| El Paso TP&D Director(915) [email protected]
