CT A&E New Procurement Process Small Group Breakouts 10-26-2017

New Caltrans DPAC Procurement Process

Process Strengths

The new procurement process is definitely an improvement over the prior process:

• The process is much more transparent regarding requirements and timelines.
• Firms have the opportunity to work together on a task order instead of a canned presentation.
• Firms can work on responses to questions as a "team" instead of engaging in a memorization test.

Process Challenges/Suggested Areas of Improvement

1. A challenge with the new procurement process is identifying subcontractors that are both fully experienced with the new DPAC requirements and can meet the new requirements.
   
   What plans does Caltrans have in the future: 1) to review the impact of the new procurement process on subcontractors/small businesses; and 2) to provide training/educational opportunities specifically designed for subcontractors/small businesses to improve their knowledge and understanding of the new procurement process requirements? 
   
   
2. The expedited timing of submittals post notification is challenging for firms.
   
   What plans does Caltrans have to allow for additional time for submittals post notification? 
   
   
3. One challenge has been multiple changes and updates to S00 submittal instructions and RFOs after the initial release of the instructions and RFO's. Yet, the addenda released do not always grant additional time to firms for response.
   
   What plans does Caltrans have to ensure that future SOQs and RFQs are developed internally (prior to release) in a way that ensures that SOQs and RFQs are released in as close to final form as possible, or if changes are necessary, allowing additional time for firms to respond?
   
   
4. There is no standardization across Caltrans Districts in terms of support provided at the interview for firm presentations. As examples, some districts allow firms to use their projector screen; some don't. Some districts provide tables for firms to write on; others don't.
   
   Unless this is a test to see how prepared firms can be (!), what plans does Caltrans have to create interview environments that are supportive of firm presentations and/or clearly specify what supports will be available on-site for the interview so that firms can bring necessary equipment/supports with them to the interview.

Small Group Exercise: Reflections on the New Caltrans Procurement Process

The boxes below serve as a discussion guide for your group to provide Caltrans with your feedback on the new procurement process. Reflect on the past and the new procurement process (review the Calmentor Steering Committee document), then consider where we are (process strengths), where we want to be (process improvements), and what we need (supports needed for procurement success especially for small firms). We also invite any additional comments you would like to share. Please record the highlights of your group discussion below and return one copy of this worksheet to the meeting facilitator. Productive discussions everyone!

1. Where We Are (process strengths)
   
   
   
   
   
2. Where We Want to be (the change we'd like to see)
   
   
   
   
   
3. What We Need (support for procurement success especially for smaller firms)
   
   
   
   
   
4. Additional Comments