Upload
dima
View
32
Download
1
Embed Size (px)
DESCRIPTION
MDOT Contract Services Division (CSD). Project Manager Training. Agenda. Revised Consultant Selection Process Invoicing Overtime, Travel and Vehicle Reimbursement Policies Performance Evaluations Efficient Contracting Process Negotiations – Best Practices. - PowerPoint PPT Presentation
Citation preview
Project Manager Training
AgendaRevised Consultant Selection ProcessInvoicingOvertime, Travel and Vehicle Reimbursement
PoliciesPerformance EvaluationsEfficient Contracting ProcessNegotiations – Best Practices
Basis for Changes To ensure a fair, competitive Qualification Based
Selection Process for Consultants
Improve the overall objectivity of the process
Strengthen transparency and accountability
I. New Selection TiersTiers Current Limits New Limits
Under $25,000 $0 - $25,000 $0 - $50,000
I $25,000 - $100,000 $50,000 - $150,000
II $100,000 - $250,000 $150,000 - $1,000,000
III Over $250,000 Over $1,000,000
Selection Breakdown based on Current Process by Tier and Dollar Amount for FY 2012
Tiers Number of Selections
Breakdown on Number of Selections
Breakdown of Dollar amount
Total Dollar Amount per Tier
% of Total Dollar
Amount
Under $25k Selections 72 $1,072,192.98 $1,072,192.98 0.83
Tier I Selections (25k-100k) 22 $1,766,910.00 1.37 6 (25k-50k) = $210,395.00
16 (50k-100k) = $1,556,515.00
Tier II Selections (100k-250k) 62 $10,767,773.40 8.32 30 (100k-150k) = $3,816,774.15
32 (150k-250k) = $6,950,999.25
Tier III Selections (Over 250k) 105 $115,745,954.40 89.48
46 (250k-500k) = $15,934,874.11
37 (500k-1mil) = $27,196,495.79
22 (over 1mil) = $72,614,584.50
Total 261 $129,352,830.78 $129,352,830.78
If New Tiers were in place last year:
Number of Selections
Total Dollar Amount per
Tier% of Total Dollar
AmountUnder 50k 78 $1,282,587.98 0.99
Tier I (50k-150k) = 46 $5,373,289.15 4.15
Tier II (150k-1,000,000) = 115 $50,082,369.15 38.72
Tier III (over 1,000,000) = 22 $72,614,584.50 56.14
Total 261 $129,352,830.78
II. New Dollar Amount Change$0 - $50,000
*No changes to the Selection Process*
Continue to require contacting a minimum of three prequalified consultants to select the most qualified consultant using evaluation criteria appropriate for service.
If low bid, lowest bidder will be selected.
Review and approval of the recommended consultant will be performed by the Chair of the Central Selections Review Team (CSRT)
III. New Dollar Amount ChangeTier I ($50,000 - $150,000)
*No changes to the Selection Process*
Selections Team will continue to submit a short listing of the highest, qualified consultants, with justification for the recommendation.
The list must have a minimum of three consultants, unless fewer than three respond.
CSRT will select the consultant to perform the work based on: Year-to-date workload Past Performance Provisional Ratings Market Entry
IV. Selection Process ChangesTier II ($150,000 - $1 Million)
Current Proposed Selection team assembled by
Project Manager
Selections team meets and scores submittals
CSD reviews score sheets
CSD sends scoring documentation to CSRT for final approval
Selection team assembled by Project Manager
A pool of MDOT staff will be chosen to alternately participate in selection teams as CSRT Delegates
Projects requiring a CSRT delegate will be randomly selected and will represent 25% of advertised (posted) projects
CSD reviews score sheets
CSD sends scoring documentation to Region Engineer/Bureau Director/Office Administrator for final approval
CSRT will no longer approve Tier II selections
V. Selection Process ChangesTier III (Over $1 Million)
Current Proposed Selection team assembled by
Project Manager
If project estimated is greater than $1 million dollars, one CSRT member is included on selection team
Selections team meets and scores submittals
CSD reviews score sheets
CSD sends scoring documentation to CSRT for final approval
Selection teams (assembled by Project Manager) shortlist proposals to three to five vendors
Selection team submit all score sheets – (comments only for short listed vendors) to CSD and provide cut-off score
CSD submits the shortlisted proposals and score sheets to two CSRT members to review proposals, edit comments accordingly, provide scores and make the recommendation
Score sheets submitted to CSRT for final approval
Debriefing ProcessCurrent
For Tier II and Tier III projects, feedback provided at the discretion of the Project Manager via phone, e-mail, or in person
ProposedTier II – Feedback provided by Project Manager via phone, e-mail or in person, at the discretion of the Project Manager
Tier III - Project Manager will provide feedback to vendors not shortlisted
Tier III – Feedback provided by one of the CSRT members via phone or in person, for the short listed vendor
Things to Remember!!!•Tier I
• No change in selection process• Change in dollar amount
•Tier II• CSRT Delegate will be assigned to 25% of projects advertised
(posted)• CSD will notify (via email)Project Manager of the selected CSRT
Delegate, typically on Mondays• Project Manager is responsible for including the CSRT Delegate
in selection meetings• All completed forms (5100C and 5100E) still come to CSD• Region Engineer/Bureau Director/Administrator (OPT) will be
approving selections
Things to Remember!!!Tier III
Teams score proposalsSelection teams shortlist proposals to three to five
vendors and clearly denotes the cut-off score Selection team submits all score sheets to CSD,
including those vendors that are not shortlistedCSD submits the shortlisted proposals and score
sheets to two CSRT members to review and score proposals. PM may be asked to attend CSRT selection meeting.
Score sheets submitted to CSRT for final approvalResults will be posted to website after selection
process has been completed
Invoicing
Invoicing WorkgroupWorkgroup, Comprised of MDOT and ACEC
Representatives began Meeting in April, 2012
Team Developed with the purpose of Re-engineering and Developing Improvements to the New Invoicing Process
To Develop a Process to Ensure Consistency and reduce Unnecessary Paperwork
Invoicing WorkgroupTeam Goals
Standardize Invoicing To Include:
Revised Payment Voucher Summary Form Revised Job Number Summary Form Newly Developed Other Direct Cost Summary Page Revised Invoice
Defined Review/Processing TimeframesAccuracy and consistency of Invoice ContentJoint Training
Invoice ReviewProject Managers have a 10 day turn-
around time-frame to return invoices Invoice Timeline (Green sheet)Reports for Management
PM is responsible for verification of charges
For as-needed contracts, MFOS sheets must be included with the invoices when returned to CSD, showing the remaining balance per job number
Performance EvaluationsFinal Performance Evaluations must be
completed at the conclusion of a projectEvaluations must be attached to the final invoice
Interim Evaluations must be completed when there is a significant performance issueFor all projects that extend one year, an
interim evaluation must be completed by December of each year
Post Final Evaluations are to be completed if there were issues during construction that was a result of the design
Factors that Ensure an Efficient Contracting Process
Use the most current forms posted on CSD Website
Timely response to CA and OCA questionsAdvanced planning: (include key
stakeholders)Adhere to deadlines for Agendas and
approvals Priced proposals meet guideline rulesAvoid Retroactive services
QUESTIONS