Topics of Discussion

Transcription

1 Ohio Department of Transportation Consultant Selection & Agreements Lee Matthes, P.E. District 8 Consultant Contract Manager ta Manager John R. Kasich, Governor Jerry Wray, Director Topics of Discussion Negotiating Fee Proposal Consultant Agreements Project Schedule Agenda 2 1

2 Federal Funding ODOT Oversight LPA Consultant Selection process and Agreements are regulated when federal funding is utilized for any project phase. Federal Funding 3 LPA Consultant Selection Process < $50,000 Direct Select Ohio Revised Code Section permits direct selection of consultants when the entire contract is less than $50,000. Local must review qualifications of at least 3 consultants prior to selection, and the reasons for selecting the most qualified consultant must be documented. 4 2

3 LPA Consultant Selection Process > $50,000 Quality-Based Selection Required for all contracts over $50,000. You must post a project announcement on ODOT s website. 5 Quality Based Selection Procedures for Posting Announcements on ODOT s Website for Consultant Requests ODOT Home Page Divisions Engineering Consultant Services Local Government Project Notifications 1. Prepare the announcement using the sample documents provided in the web page. 2. Send the document as an attachment to the following address: lpa.consultant@dot.state.oh.us 3. ODOT will post the announcement under the heading Local Government Project Notifications 6 3

4 Procedures for Posting Announcements on ODOT s Website Announcement Includes: Scope of Services Required Prequalifications Requirements for letters of Interest Selection Rating Form 7 Quality-Based Selection Matrix: Category Total Value Scoring Criteria Score Management & Team Project Manager 10 See Note 1, Exhibit 1 Strength/Experience of Assigned Staff including Subconsultants 25 See Note 2, Exhibit 1 Firm's Current Workload/ Availability of Personnel 10 See Note 4, Exhibit 1 Consultant's Past Performance 30 See Note 3, Exhibit 1 Project Approach 25 Total

5 Consultant Prequalification Requirements and Procedures Required pre-qualifications shall be listed in the project notification/consultant request. The firm s team must be pre-qualified for every category relative to the project. Required when any federal funds are utilized, within any project phase. 9 ODOT Home Page Divisions Engineering Consultant Services Prequalification Information Pre-qualified Engineering Consultants Pre-qualified Environmental Consultants Pre-qualified Right of Way Acquisition Individuals Pre-qualifications for Construction Inspection are not yet required, but may be used as a selection factor. 10 5

6 Negotiating a Consultant Fee Proposal Subject matter experts from ODOT worked with the American Council of Engineering Companies of Ohio (ACEC) to create the Consultant Fee Estimation Guidelines. These guidelines shall be used on all contracts when federal money is used in the contract. They are just guidelines to be followed and not taken as a hard rule. They are not applicable to every task on every project. onsultdocs/cons_fee_est_guide_april2015.docx Negotiating Fee Proposals 11 LPA Consultant Agreements ODOT writes the contract whenever federal funds are being utilized. Contract is signed by the LPA and the consultant. Engineering Environmental Right of Way Services Construction Engineering Invoicing to follow ODOT IPS spreadsheet Direct Pay Reimbursement Consultant Agreements 12 6

7 Project Schedule Considerations Announcement 2 week minimum posting/ 3 week preferred LOI Review and Selection Scope Meeting Consultant typically given 2-3 weeks to prepare fee proposal after the scope meeting. Negotiating and Executing Contract Funding and Authorization Federal authorization Encumbrance (2-3 weeks) Project Schedules 13 Questions? 14 7