DPAC Press Q4 FY 2020/21 Division of Procurement & Contracts Hello all and thank you for reading this edition of the DPAC Press. As always, I hope this message reaches you and yours safe and well, today more than ever…. This message comes amid the Department’s Annual Safety Week. I have had the great fortune of working in several Divisions within the Department and have seen first-hand the great pride our collective staff take in our work and the attention paid to safety. During Safety Week, the Department highlighted efforts we should make towards the safety of ourselves, each other, and multi-modal public on our right of way. As you know, with Safety Week comes the Department’s Annual Workers Memorial, where we pay homage and offer our eternal respect to those who gave the ultimate sacrifice in their work with the Department. With that, I would like to reiterate the message offered by Director Toks Omishakin: “Our hearts are heavy as we remember those we lost. During this solemn tribute, we reflect on the tremendous debt of gratitude we owe our fallen workers. The 189 distinguished men and women we are honoring made the ultimate sacrifice while performing their job and being of service to others. Each of these 189 workers woke up and went to work one day with the same intent they did every day: to help provide a safe transportation network. Tragically, they did not return home. Our fallen workers were killed in the line of duty while demonstrating their steadfast commitment and dedication to the people of California. We revere them, preserve their memories, and continue to grieve with their families. Although we have been fortunate not to lose any new employees this last year, the same cannot be said for our contractors. We have lost a total of five contract employees this last year, while they were working on our projects. We honor them and our hearts go out to their families as well”. During a recent conversation, I reminded contracting partners that they are always included in efforts to maintain the safety and welfare of staff when working on behalf of the Department, making special note of the five contract employees we lost this last year and paying respect to their memories. I want to send a wholehearted thank you to those who contribute to the safety of the Department, with a special shout out to the Department’s Office of Health and Safety, Public Affairs, and the Maintenance Program. With the onset and continued efforts with COVID, we have had our share of safety related challenges this year, many of which we’ve worked together to solve. However, as safety is our number one priority, I feel we can continue to strive towards departmental goals such as zero deaths and to quote our illustrious leader…. “Do Better”. With that, as you read through this edition, please know DPAC is in the middle of our rush season, working hard to execute your contract and procure items in line with the end of this fiscal year. We hope you enjoy this edition of the PRESS… CHIEF’S CORNER: A Message From Division Chief David Prizmich

SUBMISSION DEADLINES AND EXPIRATION DATES To ensure current fiscal year requests are completed by June 30th, the Division of Procurement and Contracts (DPAC) sets annual submission deadlines. • View the Fiscal Year (FY) 2020/21 Submission Deadlines Memorandum • The A&E Contracts Annual Submission Deadline is March 1st A comprehensive list of expiring contracts can also be found on the DPAC intranet. • View Expiring Contracts Whether you are a novice or veteran, it is essential to understand your role and responsibilities as a Contract Manager, and why contract management is so important. When contract management strategies are successfully implemented, Contract Managers can expect to see: • Contracted services accomplished according to the scope of work, schedule, and budget • Contractors who are cooperative and responsive to Caltrans needs • Fewer contract disputes or terminations • Successful delivery of services that fulfill the expectations of all parties From identifying the need for services, to monitoring and documenting performance, Contract Managers play a vital role throughout the contracting process as representatives of Caltrans and the State. Effective Contract Managers are particularly engaged in the process of contributing to contract creation, providing DPAC with a clear and concise scope of work and bid sheet. Their efforts help to maximize operational performance while reducing financial risk, ensuring the contract parties fully meet their respective obligations as efficiently as possible. In efforts to help pave your road to success, DPAC is preparing contract manangement specific trainings, which are scheduled to be held August through October 2021. These upcoming training sessions will include: • Interactive virtual training courses focused on learning foundational elements pertaining to contract management • Courses specializing in different contract types and topics If you have any training topics suggestions, please contact DPAC Communications. Our joint effort will ensure that our contracts support the Caltrans mission to provide a safe and reliable transportation network that serves all people and respects the environment. PAVE YOUR ROAD TO SUCCESS Contract Manager Training Coming this August

DPAC NEW HIRES AGPA Michael Dean Non-IT Maintenance Contracts SSA Gurinder Kaur Non-IT RFP Contracts DPAC PROMOTIONS IT Supervisor II Gabriel Cronan IT Procurements & Contracts CATSII SOFTWARE LAUNCH User-Friendly Contract Management and Reporting After working closely with, and collecting valuable feedback from, our legacy Contract Administration and Tracking System (CATS) users, DPAC is proud to announce the recent launch of a new and improved CATS platform, now known as CATSII. This enhanced CATSII system employs a proprietary procurement application created and licensed by Ivalua, Inc. (Ivalua), which includes features that improve functionality, provides a web-based user interface supporting single sign-on, as well as user-friendly contract management and reporting tools. This new system improves reporting and data quality, streamlines workflow by reducing manual processes and data entry, and enhances operational efficiency. In addition to tracking contracts from request to execution, CATSII also provides the ability to track defaults, protests, claims, and terminations. Although hyper care with our vendor has ended, DPAC will continue to partner with the Caltrans IT Division and Ivalua to ensure CATSII continues to be effective in meeting contract tracking and reporting needs.

DPAC Press is brought to you by: Division of Procurement and Contracts Communications Branch | (916) 227-6000 ARCHITECTURAL AND ENGINEERING UPDATE A&E Support Services Contract Unsure if your scope of work should be processed as an A&E professional services contract? The following questions serve as a quick check: 1. Do the services require a California State issued professional license, registration, or certification? 2. Are the services rendered for a Caltrans project or project development? 3. Are the services for any of the following: • Architectural • Landscape architecture • Engineering • Environmental for project development, permit processing and compliance with federal (i.e. NEPA) and state (i.e. CEQA) environmental laws • Land surveying by a licensed, registered, or certified surveyor performing within the scope of their authority • Construction project management provided by licensed architects, registered engineers, or licensed general contractors 4. Will estimated incidental services equal less than 10-15% of the total contract amount? If you answered “yes” to all 4 questions, your services fit the A&E definition and you should proceed with reviewing the A&E Contracting Process, in addition to contacting the A&E Facilitator assigned to your district or program. If you answered “no” to any of the questions, contact the A&E Facilitator to discuss your scope specifics further. The A&E Facilitator may have to elevate the decision. A&E Industry Outreach Events To date, there have been eight A&E contract streamlined process outreach events held for the A&E industry. These popular Webex training events continue to attract a high level of participants. To keep up with the demand, these consultants trainings will continue to be held the second Tuesday of every month. Though the target audience is the A&E industry, we welcome all Caltrans A&E staff to join. Pre-registration is no longer required and event information may be found in the following three locations: • The first line in the DPAC A&E Look Ahead Report • The DPAC A&E Outreach Events page • The Caltrans Civil Rights Events Calendar Thank you to those who have and continue to assist with marketing these events to the consultants. For questions about these A&E updates, email A&E Customer Service. VALUABLE FEEDBACK DPAC appreciates your valuable contributions! Please continue to share your questions, innovative ideas, and experiences at: • Ask DPAC • Suggestion Program • Rate My Service