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Consultant Selection &
Contract Administration
Amy Schmidt,
District 7 Consultant Contract Manager
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Consultant Selection Process
Required Pre-qualifications
Negotiating a Consultant Contract Fee
Who Writes the Contract?
Local-Let Consultant Agreements
ODOT-Let Consultant Agreements
Consultant Selection and Contract Administration Topics
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Consultant Selection Process(PE, RW SERV, CO CE)
1. 1) Direct Select.
Ohio Revised Code Section 5526.06 permits direct selection of
consultants when the entire contract is less than $50,000. You may
post a project announcement (request letters of interest) on
ODOT’s website.
• 2) Quality-Based Selection
• Required for all contracts over $50,000. You must post a project
announcement on ODOT’s website.
Consultant Selection Process
4http://www.dot.state.oh.us/Divisions/Engineering/Consultant/Consultant/prequal.doc
• Required pre-qualifications must be listed in the contract
scope of services.
• The firm must be pre-qualified for every category relative
to the project, or supplement their team with a pre-
qualified sub-consultant.
• The document “Consultant Prequalification Requirements
and Procedures” is located on the Office of Consultant
Services web page.
Consultant Prequalification Requirements
and Procedures
5http://www.dot.state.oh.us/divisions/Engineering/consultant/Pages/default.aspx
ODOT Home Page Divisions Engineering
Consultant Services Prequalification Information
Scroll down the ribbon on the left of this page:
• Pre-qualified Engineering Consultants• http://www.dot.state.oh.us/Divisions/Engineering/Consultant/Consultant/prequal-engineering.pdf
• Pre-qualified Environmental Consultants• http://www.dot.state.oh.us/Divisions/Engineering/Consultant/Consultant/prequal-environ.pdf
• Pre-qualified Right of Way Acquisition Individuals• http://www.dot.state.oh.us/Divisions/Engineering/Consultant/Consultant/prequal-row.pdf
• Pre-qualifications for Construction Inspection are not yet
required, but may be used as a selection factor.
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Procedures for Posting Announcements on
ODOT’s Website
After you have developed the scope document, you will need to
request that ODOT post your “Announcement” on the Local
Government Project Notifications web page. Abbreviated
instructions are on the next slide, and more details (and instructions)
for this process are located on Consultant Services website.
ODOT Home Page Divisions Engineering Consultant
Services Local Government Project Notifications
Scroll down the ribbon on the left of this page.
http://www.dot.state.oh.us/Divisions/Engineering/Consultant/Consultant/LPA%20Procedures.pdf
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Procedures for Posting Announcements on
ODOT’s Website
1. Prepare the announcement in a word processing format using the sample
documents provided in the web page, or other format that complies with the
requirements of the Manual.
2. Send the document as an E-mail attachment along with any specific instructions
for posting to the following E-mail address: [email protected]
3. ODOT will post the announcement under the heading “Local Government
Project Notifications” on the Consultant Services page of ODOT’s Website.
Project announcements are posted each Monday and remain posted until the due
date. Documents should be received by the previous Wednesday for a Monday
posting. A minimum of two weeks response time is required.
http://www.dot.state.oh.us/Divisions/Engineering/Consultant/RFPLOILPA/Forms/RFP-LOI-LPA.aspx
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Quality-Based Scoring and Selection
Each letter of interest needs to be rated using the LPA’s own documented QBS
process or ODOT’s QBS matrix shown on the next slide.
You may ask the District Consultant Contract Manager for the past performance
scores for engineering firms and Project Managers. They will provide you with
data from the last 3 years, if available.
Once a consultant is selected, the LPA will send letters to each consultant
informing them whether they were selected or not.
The LPA will work with the District LPA Coordinator to schedule a Scope of
Services meeting with the selected consultant.
Consultant Selection Process
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• Quality-Based Selection Matrix:
Consultant Selection Process
Category Total Value Scoring Criteria Score
Management & Team
Project Manager 20 See Note 1, Exhibit 1
Strength/Experience of Assigned
Staff including Subconsultants15 See Note 2, Exhibit 1
Firm's Current Workload/
Availability of Personnel10 See Note 4, Exhibit 1
Consultant's Past Performance 25 See Note 3, Exhibit 1
Project Approach 30
Total 100
10http://www.dot.state.oh.us/Divisions/Engineering/Consultant/ConsultDocs/Cons_Fee_Est_Guide_April2015.docx
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.
The District will review the fee proposal when there are
federal funds in the contract.
Negotiating a Consultant Contract Fee
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Who Writes the Consultant Contract?
1. The district writes the contract whenever you are using any
amount of federal funds to hire a consultant. This contract
cannot be altered by the LPA.
Engineering
Environmental
Right of Way Acquisition Services
Construction Engineering
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Send a scanned image of all letters of interest and the
attachments listed below to the District Consultant Contract
Manager.
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Local-Let Consultant Agreements
1. 1) Consultant agreement (between LPA and consultant)
follows the LPA agreement (between LPA and ODOT);
• 2) Consultant contract modifications must be approved by
the fund manager.
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ODOT-Let Consultant Agreements
1. 1) Preliminary legislation is processed first. This is returned
to ODOT as an ordinance or resolution passed by the LPA.
2. - includes a section for “Authority to Sign”
3. 2) District prepares the Consultant agreement (between
LPA and consultant) and sends to LPA with a “letter form
agreement” (between LPA and ODOT);
• 3) Consultant contract modifications must be approved by
the fund manager.
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Consultant Invoicing / Direct Pay
1. Your agreement will be set up to pay the federal/state
portion directly to the consultant. The LPA pays only their
portion with each invoice.
• No paper, please.
• Email a clean, legible pdf file of the complete LPA
certification and consultant invoice to the District
Consultant Contract Administrator.
[email protected], D7; [email protected], D8; [email protected], D7&D8
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One Last Important Item
to Clear Up
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in the Construction Phase only
19Federal Funds Used in Construction
• Even when there are no federal funds in these
phases, if there are federal funds in construction,
the LPA is required to select an ODOT pre-qualified
consultant.
Pre-Qualified Design Firms,
Environmental Firms, Right of
Way Acquisition Individuals
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Questions?
