Final Program Closeout Support for TxDOT Houston District Offices

Choosing a partner to help audit your work and ensure compliance underscores the level of trust you have in a firm. Taking on a consultant as a true partner to work hand-in-hand with, especially as a quality assurance measure, speaks volumes for your esteem for their expertise and sound guidance.

Early in 2021, SAM realized an opportunity to step in as that true partner for the Texas Department of Transportation (TxDOT), and they accepted. Since then, we have been working closely with TxDOT offices in the Houston District to help them close out programs in accordance with TxDOT, state, and federal guidelines.

At the time, the entire industry was still reeling from the impacts of the COVID-19 pandemic, and TxDOT was no exception. Many of their workers were still working remotely, which posed challenges when dealing with paperwork kept in the office. Additionally, their workforce was impacted by the high turnover the industry has faced in the wake of the pandemic. These challenges led to delays in processing change orders and closing out completed contract assignments.

SAM was already working with TxDOT on an indefinite delivery indefinite quantity (IDIQ) contract and was aware of the challenges that TxDOT was facing related to closing programs. As we do with all of our clients, we jumped in to offer a solution. We proposed a unique partnership to help the TxDOT Houston District Area Offices get their records in order and submit them to the District for approval. Because of our excellent past relationship and our in-house experts with outstanding record-keeping capabilities, the Houston District accepted.

So, what does that record-keeping assistance look like?

Generally, it starts with a kickoff meeting with each Area Office to discuss their backlog and determine the best path forward. Priority programs were ones identified as accepted and not submitted for final closeout.

Our role is to audit and compile all of the required documentation to prepare the contract assignment for submission and final approval. This role included reviewing extensive records, identifying non-compliance issues, providing solutions, and packaging up the deliverables for final submission to the District.

Our team’s deep experience with record keeping, contract administration, auditing, and change orders was crucial for success. SAM has several retired TxDOT Record Keepers and auditors who have that experience and are able to lead the charge in getting ready for final submission. To that end, we maintain a constant stream of communication between their offices and ours, along with weekly meetings with each office staff.

Currently, our teams are assisting several offices with 38 contract assignments. We have assisted in submitting 26 to the District, 23 of which have been accepted, and 3 are pending acceptance. Additionally, we have assisted in the preparation and execution of over 60 change orders.

We’re proud to be partnering with TxDOT to address these challenges and assist the District Construction Office in reaching its goals.

Learn more on our website about our experience working with departments of transportation across the country.