A&E Contract Outreach Materials Engineering and Testing Services (METS) July 17, 2020 10:00 a.m. – 12:00 p.m. Online Webex Outreach Agenda • Contract Ov erview – Shipla Jain • Civ il Rights Information – Stacie Gandy • Contract Services – Veera Nanugonda • DPAC Updates – Rob Gunn • Question and Answer Session – Please send questions addressed to “Everyone” in the chat box Roundtable Introductions Attendees: • List your name • The firm you represent • DBE or DVBE • Your interest as a Prime or Sub Contract Overview Shipla Jain – Contract Manager • Materials Engineering and Testing Services (METS) within Division of Engineering Services • Location o Primary work location – Proximity to Translab, 5900 Folsom Blvd, Sacramento o Travel – Occasional travel – statewide • Improve Corporate Products at METS • The Consultant shall provide support when Caltrans lacks the expertise or available resources • The Caltrans Contract Manager will assign specific work to the Consultant through the issuance of Task Orders describing in detail the services to be performed • Estimated Contract Time: Three (3) years • Estimated Contract Amount: $7 Million - $11 Million • Estimated Advertisement: August/September 2020
• DVBE Program Overview o State agencies are required to strive to award at least three (3) percent of
their annual contracting dollars to certified DVBEs. The program helps DVBEs participate on a more level playing field when competing for state contracts
• DVBE Eligibility o At least 51% owned by one or more disabled veterans o Veteran(s) must reside in California o Daily business operations must be managed and controlled by one or
more disabled verterans o Home office must be located in the U.S. o “Disabled Veteran” means a veteran of the U.S. military, naval, or air
serv ice and has a serv ice-connected disability of 10% or more • DVBE Certification Process
o DVBE certification https://caleprocure.ca.gov/pages/sbdvbe-index.aspx
o For DVBE certification questions, email [email protected] o DVBE Program Overview and Certification Video:
https://www.youtube.com/watch?v-KSkRuY57AIQ
Contract Services Veera Nanugonda – METS, Div ision of Engineering Serv ices
• Materials Engineering and Testing Serv ices (METS) within Div ision of Engineering Serv ices
• Corporate Responsibilities o Test Methods o Committee Support o Procedures Manuals o Specification Development
o Quality Management Systems o New Products o Independent Assurance
METS Organizational Chart
Contract Services • Proposed Work – Technical Development of materials specifications
o Research innovative materials and testing methods o Provide written material recommendations o Test method adoption requirements o Evaluate AASHTO/ASTM tests for Caltrans potential adoption o Provide expertise in specialized materials and evaluate material
compliance for Authorized Materials List (AML) o Provide PE (Civ il) stamped materials reports
• Statewide Material Management Systems o Provide engineering serv ices in evaluating, adopting, and executing best
practices o Provide expertise in managing, processing, extracting, and evaluating
large amounts of data o Provide recommendations to improve business processes and material
expertise in materials engineering • Quality Management Systems
o Provide engineering serv ices for the implementation and execution of the QMS utilizing ISO 9001: 2015 standards
o Assist in the development and implementation of the QMS documents o Provide expertise in performing internal audits of the existing processes
and procedures o Draft audit reports based on the audit findings
• Instrumentation and Field Investigations o Research existing and innovative instrumentation and field investigation
methods Remote and embedded sensors Stress/strain measurement Coefficient off riction measurement Petrographic analysis and material sampling
o Provide written advice and recommendations • Independent Assurance (IA) and Reference Sample Program (RSP)
o Provide engineering serv ices to the IA/RSP o Perform evaluation of material testers and laboratories o Perform evaluation of equipment and calibration practices o Obtain and fabricate material samples for RSP o Prepare RSP reports o Conduct laboratory studies to determine precision o Evaluate statistical data to define trends
• Prequalification Programs o Provide engineering serv ices for the Job Mix Formula Prequalification
Program (JMF-PP) and Aggregate Prequalification Program (APP) o Verify job mix formulas for asphalt concreate mixes o Evaluate material performance by conducting testing o Evaluate aggregates used in roadways and structures
• Material Plant Quality Program – Tentative Work o Provide engineering serv ices for the Material Plant Quality Program
(MPQP) o Conduct field v isits and evaluate material production plants o Make recommendations regarding improvements to MPQP o Update MPQP documents
Contract Requirements • Personnel Requirements
o Professional Engineer(s) (Civ il) Licensed in CA
Two (2) years experience working on roadway and highway related project(s)
o Technical Expert Four (4) years experience working with roadway and structure
materials Extensive field/lab experience
o Staff Engineer Fundamentals of Engineering (FE) certificate Two (2) years experience in roadway and structure materials
o Material Tester Experience – FE certificate and two (2) years in laboratory testing or
four (4) years experience in laboratory testing Education – Equivalent to completion of 12th grade Knowledge of materials and the approved methods and equipment
used in making physical tests of construction materials
DPAC Updates Rob Gunn – Div ision of Procurement and Contracts (DPAC)
A&E Streamline Procurement Process Outreach History
• Internal and External Requests o Requests to expedite the process o Requests to simplify the Cost Proposal o Consistency
• Senate Bill 1 Increasing workload
Agenda • New A&E Streamline Procurement Process • Statement of Qualification Instruction Updates • New Negotiation Phase Process • Financial Document Structure (FDS) • Financial and Cost Accounting Requirements • New Cost Proposal • Questions/Answers
Streamline Procurement Process
Updated Statement of Qualification Instructions New Definitions:
Key Personnel definition was added
• Key Personnel are indiv iduals who are essential to the work being performed under this contract. Key personnel shall be representative of required and advertised classifications. Together, key personnel shall compose a complete team of various classifications to perform required work for a substantial period.
Vendor Serv ices definition was added
• Vendor serv ices will require a minimum of three (3) bids to be submitted to the Caltrans Contract Manager when these serv ices are required at the task order level. The vendor services must be listed in the SOQ transmittal letter. The name of vendors should not be listed in the SOQ. For example, you may list “Traffic Handling Serv ices Vendor”; however, you may not include the name of a vendor.
New SOQ Requirement Clarifications:
• All proposed personnel to be utilized on the contract must be listed in the Organizational Chart
• The consultant is required to identify the key personnel in the Organizational Chart with a symbol (i.e., such as a start or picture of a key)
• Resumes for all proposed personnel listed on the Organizational Chart shall be included in the SOQ
SOQ Resume Organization Requirements:
• Resumes must be grouped by firm
• Resumes must be arranged by classification and numbered for each indiv idual firm
Each consultant shall include a statement in transmittal letter representing and warranting that proposed personnel meet the requirements specified in the RFQ for their corresponding classification, including, but not limited to: education, licensing, certifications, and experience.
Architecture and Engineering Resources http://www.dot.ca.gov/dpac/viewaeinfo
4. Post-Closing Trial Balance – PC TB 5. Income Statement – IS 6. Chart of Accounts – CoA 7. Other Reviews/Audits (if applicable) - Other
• A subconsultant may submit their entire RFDs directly to DPAC. o Prime responsible for: Coordinates and follows up with any subconsultant who may elect to
submit their RFDs directly Ensure timely submittals
• Financial and operational accounting system that accumulates and segregates reasonable, allowable and allocable costs o An adequate cost (project) accounting system
• Ability to record and report financial data in accordance with Generally Accepted Accounting Principles (GAAP) and 48 Code of Federal Regulations (CFR), Chapter 1, Part 31
• A system of recordkeeping for billing Caltrans • Retention policy and procedures • A system of internal controls to protect assets; ensures financial data, records
and statements are reliable; and errors and irregularities are promptly discovered, reported, and corrected
• Financially capable of performing the work • Costs proposed shall be fair and reasonable and submitted in good faith • Refer to instructions and guidance available in the DPAC A&E Contract
Information for Contractors, June 26, 2012) o Enclosure 2, Sections 3 and 4
Cost Proposal Changes Goals
• Streamline A&E contract procurements • Reduce contract execution timelines • Develop a simpler cost proposal for all stakeholders • Utilize a consistent method of reimbursement of costs to all firms
Prevailing Wage Cost Proposal Final Prevailing Wage Cost Proposal Template will be prov ided once it is finalized.
Key updates will include the following: 1. Simplify existing cost proposal for new and existing consulting firms to
expedite procurements and simplify contract management 2. Ensure consultants are fully and fairly reimbursed for indirect costs in an
equitable manner to contracts in compliance with laws and regulations 3. Provide one consistent Method of Reimbursement for all costs including
overtime premium ensuring a level playing field for all to succeed
Prevailing Wage Cost Proposal Changes Three additional financial documents required in the negotiation phase:
1. New A&E Fringe Benefits Statement 2. Certified Payroll, including certification form 3. Statement of Compliance
Questions and Answers
For Additional Information I f you require additional information, please contact the Div ision of Procurement and Contracting v ia email at:
