2013 DOTD Engineering Conference

Effort to Address Consultant Services Workload

and Expedite Requests

Amount Contracted Last Three Years

• Data from Lotus Notes

• FY 2010/2011 - $90.2 million

• FY 2011/2012 - $155 million

• FY 2012- present - $81 million

CCS Titles 48 Current Personnel

Additional Personnel to be Added • Contract Worker – to add in the development of contracts, task

orders and supplements.

• An over hire was approved – due to an existing worker on FMLA

Effort to Reduce Number of Requests Time Extension

• Time extension with justification will be granted by the Project Manager (except for retainer contracts – extensions are allowed for Task Orders)

• Written notification from the PM shall be sent to the consultant and two copies shall be provided to CCS.

• By granting time extensions, the PM will impact the contract’s provision listed under the PROSECUTION OF WORK.

Negotiation of Contracts

• Negotiation of the contract is part of the PM’s duties. Initial negotiation shall now be performed by PM using State Wide Averages, if within 10%, submitted to CCS for action.

• Negotiation shall continue until both parties are within 10% or the Negotiation time as established in the advertisement has exceeded.

• If negotiations fail or cannot be completed within this time period, the PM shall request CCS to submit another shortlist to the Secretary for the Award of the contract.

Multiphase Contracts of Less Than $1,000,000

• The total contract will be advertised for all known phases. – This is an effort to reduce the number of Supplemental Agreements.

– After each phase/task is completed, the PM shall give approval by written notification to the consultant (copy CCS) to advance to the next phase or task.

– If at any time a change in scope or compensation will impact the Original Contract, the PM shall request a Supplemental Agreement.

Multiphase Contracts of Over $1,000,000

• The total contract will be advertised for all known phases.

• This is an effort to reduce the number of Supplemental Agreements.

• After the each phase/task is completed, the PM shall give approval to advance by a Detailed Scope & Compensation letter (all work must be within the original scope and fee established in the contract).

• If at any time a change in scope or compensation will impact the Original Contract, the PM shall request a Supplemental Agreement.

Notice To Proceed

• Notice to proceed will no longer be delayed due to budget issues

• The PM shall inform CCS as to the recommended NTP date.

• The PM is responsible for the project’s budget including contract actions.

• The PM shall ensure that budget is in place and sufficient to pay the invoice before submitting the invoice to CCS.

• CCS will return invoices if budget is not adequate.

Invoice CCS’ Web Site

• INVOICE SUBMITTAL INFORMATION FOR PROJECT MANAGERS Last Updated: 02/06/2013

• http://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/dca7a93559830ece86257b0a00793883?OpenDocument

Advance Notice to Proceed

• Not recommended unless absolutely necessary

• Division Heads may consider for state funded projects and for delegated projects (benefitting projects must have FHWA authorization).

• Consultants should be made aware that invoices will not be processed until the contract is executed, budget is in place, and Purchase Order is available.

Purchase Order

• Section 80 is the buyer for most of HQ sections

Purchase Order

• The PM or other member of their section will be the Requisitioner.

• The Requisitioner is the business line expert. The business line expert is responsible for all accounting codes required for the Shopping Cart or Purchase Order.

• The Requisitioner is responsible for providing accounting coding and other data needed for shopping carts or purchase orders.

2013 DOTD Engineering Conference

Past Rating System

(RTNG old –

2012 CPPR new)

RTNG System

• Old System – end used in 2011

• Based on a 0-4 scale rating

• Limited grading questions

• Only grader enters data into system

CPPR System

• New System – started in 2012

• Based on a 1-5 scale rating

• Rating questions proposed by each section

• The data entered by grader is approved by a supervisor

• E-mail notification to consultant of the ratings

Ranking of 24-102 forms • How are the two different ratings used to determine the

consultants past ratings score for the short list for the Secretary?

• Since both scales have the same number of intervals between the low score and the high score, the Department currently reduces the CPPR score by one and performs a weighted average of the scores.

Example • Firm XYZ has

– 3 old RTNG scores for the category stated in the advertisement

(2.5, 2.8 and 3.4 – average 2.9)

– 2 new CPPR for the category stated in the advertisement

(3.3 and 4.1 – average 3.7)

• RTNG Average*# of RTNG Scores + (CPPR Average-1)*# of CPPR Scores

# of RTNG Scores+ # of CPPR Scores

(2.9*3)+((3.7-1)*2) Equal 8.7+5.4 Equal 2.82 Use 2.8 (3+2) 5

2013 DOTD Engineering Conference

Direct Expenses

DIRECT EXPENSES

• Direct Expenses should be reasonable and what a prudent person would pay for the service or material.

Travel Expenses

• As per Departmental consultant contracts:

All travel expenses shall be in accordance with the State Travel Regulations.

The “Louisiana Travel Guide” can be found at the following web link:

http://www.doa.louisiana.gov/osp/travel/travelpolicy/travelguide.pdf

Extended Stays

• For travel assignments approved by the Commissioner of Administration involving duty for extended periods (31 or more consecutive days) at a fixed location, the reimbursement rates indicated should be adjusted downward whenever possible.

• Prior approval must be given by Division Heads

• May approve per diem rate (lodging and meals)

Mileage

Recent change by DOA effective date 2-1-2013

Mileage for first 99 miles of any trip will be reimbursed at a rate of $0.51 per mile.

Mileage beyond the first 99 miles will be reimbursed at a rate of $0.40 per mile.

Office of the Commissioner

Special Rates for Vehicle, Equipment or Materials

The direct expenses will be disallowed if subsequent audits reveal that the Consultant has not maintained adequate bookkeeping.

Special vehicle/equipment rental rates will require prior approval from the DOTD Project Manager. These rates shall be established in the contract. If the PM lacks knowledge on rental rates for the special vehicle / equipment / materials, the PM should request at least 3 quotes from the consultant to determine if the rental rate is reasonable. Direct expense shall not include a profit to a consultant nor be impacted by the consultant’s overhead rate. If PM needs help in determining a rate, the PM should contact the Audit Section.

2013 DOTD Engineering Conference

Consultant Services

Consultant Contract Services

• As the name implies, we are here to serve the other sections of the Department in acquiring consultant contracts.

• These engineering contracts are under Title 48 of the Louisiana Revised Statues.

• Information requesting services must be in accordance with the requirements of these laws.

• Authorization Letter

• Minimum Manpower Requirements

• Weighting factors for RFP

• Complexity Factors

• Shortlist

• Notice to Proceed

Request for Consultant Services RS:48:286

• (1) The magnitude of the work involved in a project is determined to be so taxing to the department's available manpower that it will be necessary to defer other essential work if the work is performed by the department staff.

• (2) The work required by a project is determined to be of such a specialized nature that the department will be required to go outside its own staff for experts in the appropriate fields to accomplish the work.

• (3) The time frame within which the work must be completed is determined to be such that the department cannot undertake the work and maintain its program on schedule.

Letter to CCS requesting Consultant Services • Brief Introduction of project (the projected letting date/year, timeframe project/services needs to

be completed, etc.)

• Recommend the use of consulting services and state reasons (i.e., reduced TO, timeframe, specialty project, magnitude of work, etc.). The reasons should meet one or more of the three conditions outlined in RS 48:286

• Give a brief description of the project and ALL the services required (such as survey, traffic, environmental, planning, road design, bridge design, geotechnical, construction support, construction engineering & inspection, shop drawings, etc.).

• Give an estimated cost of ALL the services required. (All phases which may be supplemented by the contract being requested; underestimation may in the future require the PM to seek approval of a non competitive selection from the Secretary)

• List the complexity to be used in the advertisement • If written by PM, Section Head should signed letter recommended for approval and the Division

Head shall sign above the approved line.

Request for Advertisement • Standard contract templet for engineering

http://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/f56d1a5493085cd0862575d00002e369?OpenDocument

Scope of services DBE Goal

Items to be provided Reference Material Compensation Contract time QC/QA requirements Minimum Personnel Req’d Evaluation Criteria Other items as needed

Contract time

• Contract time for the actions to be performed

• Entire contract time shall be noted on transmittal letter, used in determining compatibility of firm in rating program.

Scope of Services

• All services to be provided:

– Original contract

– All supplements

– May limit the activity of future supplements

DBE Goals

• DBE goals will be reviewed for all contract greater than $250,000 total (all phases) – DBE is considered when any activity with the contract

can be performed by a DBE firm located near the project

– DBE can be established with a No Goal to 10% normal maximum.

– If goals cannot be satisfied, documentation is needed in accordance with a “Good Faith Effort” http://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/22a8505cdc115fc38625734800681e7e?OpenDocument

Reference Material

• Standard reference material web link: http://webmail.dotd.louisiana.gov/ContWEB.nsf/b88769326453bef886256fe00047183a/18fc2860512aba5886257a62006133b8?OpenDocument

• If additional reference material is needed, text is to be included in the advertisement along with additional web links

Compensation

• List the entire amount for the contract and the amount to be paid for by the current contract action

• Direct Expenses may be shown separately with a different maximum

QC/QA requirements

• Standard QC/QA provisions should be stated in majority of advertisements.

• New QC/QA provisions are required for contracts associated with bridge design elements. Bridge team member will grade these provisions. The grading of these provisions will be included with the short list to the Secretary. Link:

http://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/81b8aac81583c4c586257a6700502e85/$FILE/Quality%20Control%20-%20Quality%20Assurance%20for%20Bridge%20Projects.pdf

Minimum Personnel Req’d

• Minimum personnel requirements should be definable and verifiable by Evaluation Team.

• Normally years of experiences are shown to be 3, 5 or 10 years of experiences

• Must list any required documentation of profession licenses or certification(s).

Evaluation Criteria

• The six standard weight factors will be used unless approval is given by the Chief Engineer for specialty projects.

• Complexity up to moderate can be requested by the Project Manager. For complex rating for an advertisement, recommendation of the Section Head, Chief Engineer and approval by the Secretary is required.

• The Project Manager is to list the members of the Evaluation Team.

• continue

Evaluation Criteria

• Six Factors (weighting factor) – Firm Experience as determined by Evaluation Team (3)

– Staff Experience as determined by Evaluation Team (4)

– Past Performance as per ratings given by previous Project Managers (6)

– Current Work Load as per CCS records and Consultant’s 24-102 submittal (5)

– Compatibility (Firm Size) as determined by CCS rating program (3)

– Location as reported on 24-102 and verified by CCS (location of the majority of the staff meeting the requirements of the minimum personnel requirements) (4 with the exception of 6 for Urban System Projects).

Evaluation Criteria

• Past Performance – Highest Rated Factor

– Based on similar DOTD projects

– The categories to be considered and their percentage are determined by the Project Manager.

– CCS request that the categories to be considered to be limited to at most three difference categories.

– Past ratings from Project Managers are needed in order for this factor to be fully utilized.

– Past Ratings are considered for only three years. • continue

Evaluation Criteria

• Modifications or additional factors can be added in accordance with RS 48: 293

– the weighting factors may be varied based on the specific project requirements

– special evaluation criteria specified in the advertisement required to meet particular project needs

Shortlist Evaluation Section Input

• Firm and Staff Experience, Evaluation Team input accounts for approximately 28% of evaluation

• Past Performance accounts for approximately 24% of evaluation – This is the best reason to rate all of the consultants work under

your supervision

– Firms without scores will be assigned a rating as per the advertisement. Either equal to the average of all of the other respondents for the project or the statewide average.

• Total percentage of the input by the teams and sections is approximately 52% of evaluation

Shortlist Evaluation Additional Criteria Work Load

• Current Work Load – the outstanding work excluding retainage without active task orders and work officially on hold for more than 6 months.

• The maximum workload per person is currently estimated as $125,000 per year.

• This factor is approximately 20% of evaluation

Shortlist Evaluation Additional Criteria Firm Size

• Firm Size as know as Compatibility

• Based on the percentage of the work to be performed, the estimated amount of the contract, length of the contract, currently $3000/person/month and the number of employees of the firm

• Will be impacted by a moderate or complex rating factor (large firms will receive a value not less than a 2).

• This factor is approximately 12% of evaluation

Shortlist Evaluation Additional Criteria Location

• Location is normally as stated in the firm’s 24-102

• CCS verifies and may change located based on a review of the location of the majority of the key staff listed to satisfy the minimum personnel requirements.

• This factor is approximately 16% of evaluation