S54_Consultants Rating and Proposal Advertisements_LTC2013

7/29/2019 S54_Consultants Rating and Proposal Advertisements_LTC2013

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2013 DOTD Engineering

Conference

Effort to Address Consultant Services

Workloadand Expedite Requests


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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


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CCS Titles 48 Current Personnel


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Additional Personnel to be Added

Contract Worker to add in the development of contracts, taskorders and supplements.

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


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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 theconsultant and two copies shall be provided to CCS.

By granting time extensions, the PM will impact the

contracts provision listed under the PROSECUTION

OF WORK.


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Negotiation of Contracts

Negotiation of the contract is part of the PMsduties. Initial negotiation shall now beperformed by PM using State Wide Averages, ifwithin 10%, submitted to CCS for action.

Negotiation shall continue until both parties arewithin 10% or the Negotiation time as establishedin the advertisement has exceeded.

If negotiations fail or cannot be completed within

this time period, the PM shall request CCS tosubmit another shortlist to the Secretary for theAward of the contract.


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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 writtennotification 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.


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Multiphase Contracts of Over

$1,000,000

The total contract will be advertised for all knownphases.

This is an effort to reduce the number of SupplementalAgreements.

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

If at any time a change in scope or compensation willimpact the Original Contract, the PM shall request aSupplemental Agreement.


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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 projects budget

including contract actions.

The PM shall ensure that budget is in place andsufficient to pay the invoice before submitting the

invoice to CCS.

CCS will return invoices if budget is not adequate.


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Invoice CCS Web Site

INVOICE SUBMITTAL INFORMATION FOR

PROJECT MANAGERS Last Updated: 02/06/2013

http://notes1/ContWEB.nsf/b88769326453be

f886256fe00047183a/dca7a93559830ece862

57b0a00793883?OpenDocument


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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 Orderis available.


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Purchase Order

Section 80 is the buyer for most of HQsections


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Purchase Order

The PM or other member of their section willbe the Requisitioner.

The Requisitioner is the business line expert.

The business line expert is responsible for allaccounting codes required for the ShoppingCart or Purchase Order.

The Requisitioner is responsible for providingaccounting coding and other data needed forshopping carts or purchase orders.


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Conference

Past Rating System

(RTNG old2012 CPPR new)


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RTNG System

Old System end used in 2011

Based on a 0-4 scale rating

Limited grading questions Only grader enters data into system


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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


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Ranking of 24-102 forms

How are the two different ratings used to determine theconsultants 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.


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Example Firm XYZ has

3 old RTNG scores for the category stated in theadvertisement

(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


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Conference

Direct Expenses


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DIRECT EXPENSES

Direct Expenses should be reasonable and

what a prudent person would pay for the

service or material.


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Travel Expenses

As per Departmental consultant contracts:

All travel expenses shall be in accordancewith the State Travel Regulations.

The Louisiana Travel Guide can be found at thefollowing web link:

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


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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 ratesindicated should be adjusted downward

whenever possible.

Prior approval must be given by Division Heads May approve per diem rate (lodging and meals)


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Mileage

Recent change by DOA effective date 2-1-2013

Mileage for first 99 miles of any trip will bereimbursed 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.


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Office of the Commissioner


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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 todetermine if the rental rate is reasonable.

Direct expense shall not include a profit to a consultant nor be impacted by

the consultants overhead rate.

If PM needs help in determining a rate, the PM should contact the Audit

Section.


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ConferenceConsultant Services


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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 theselaws.


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Authorization Letter

Minimum Manpower Requirements

Weighting factors for RFP Complexity Factors

Shortlist

Notice to Proceed


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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 availablemanpower that it will be necessary to defer other essentialwork if the work is performed by the department staff.

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

(3) The time frame within which the work must becompleted is determined to be such that the departmentcannot undertake the work and maintain its program onschedule.


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Request for Advertisement

Standard contract templet for engineering

http://notes1/ContWEB.nsf/b88769326453be

f886256fe00047183a/f56d1a5493085cd08625

75d00002e369?OpenDocument

Scope of services DBE Goal

Items to be provided Reference Material

Compensation Contract time

QC/QA requirements Minimum Personnel Reqd

Evaluation Criteria Other items as needed
http://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/f56d1a5493085cd0862575d00002e369?OpenDocumenthttp://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/f56d1a5493085cd0862575d00002e369?OpenDocumenthttp://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/f56d1a5493085cd0862575d00002e369?OpenDocumenthttp://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/f56d1a5493085cd0862575d00002e369?OpenDocumenthttp://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/f56d1a5493085cd0862575d00002e369?OpenDocumenthttp://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/f56d1a5493085cd0862575d00002e369?OpenDocument


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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.


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Scope of Services

All services to be provided:

Original contract

All supplements

May limit the activity of future supplements


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DBE Goals

DBE goals will be reviewed for all contract greaterthan $250,000 total (all phases)

DBE is considered when any activity with the contractcan be performed by a DBE firm located near theproject

DBE can be established with a No Goal to 10% normalmaximum.

If goals cannot be satisfied, documentation is neededin accordance with a Good Faith Efforthttp://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/22a8505cdc115fc38625734800681e7e?OpenDocument
http://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/22a8505cdc115fc38625734800681e7e?OpenDocumenthttp://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/22a8505cdc115fc38625734800681e7e?OpenDocumenthttp://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/22a8505cdc115fc38625734800681e7e?OpenDocumenthttp://notes1/ContWEB.nsf/b88769326453bef886256fe00047183a/22a8505cdc115fc38625734800681e7e?OpenDocument


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Reference Material

Standard reference material web link:http://webmail.dotd.louisiana.gov/ContWEB.nsf/b88769326453bef88625

6fe00047183a/18fc2860512aba5886257a62006133b8?OpenDocument

If additional reference material is needed, textis to be included in the advertisement along

with additional web links
http://webmail.dotd.louisiana.gov/ContWEB.nsf/b88769326453bef886256fe00047183a/18fc2860512aba5886257a62006133b8?OpenDocumenthttp://webmail.dotd.louisiana.gov/ContWEB.nsf/b88769326453bef886256fe00047183a/18fc2860512aba5886257a62006133b8?OpenDocumenthttp://webmail.dotd.louisiana.gov/ContWEB.nsf/b88769326453bef886256fe00047183a/18fc2860512aba5886257a62006133b8?OpenDocumenthttp://webmail.dotd.louisiana.gov/ContWEB.nsf/b88769326453bef886256fe00047183a/18fc2860512aba5886257a62006133b8?OpenDocument


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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


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


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Minimum Personnel Reqd

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).


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Evaluation Criteria

The six standard weight factors will be usedunless approval is given by the Chief Engineer forspecialty projects.

Complexity up to moderate can be requested by

the Project Manager. For complex rating for anadvertisement, recommendation of the SectionHead, Chief Engineer and approval by theSecretary is required.

The Project Manager is to list the members of theEvaluation Team.

continue


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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 Consultants 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 themajority of the staff meeting the requirements of the minimum

personnel requirements) (4 with the exception of 6 for Urban System

Projects).


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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


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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


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Shortlist Evaluation

Section Input

Firm and Staff Experience, Evaluation Team inputaccounts for approximately 28% of evaluation

Past Performance accounts for approximately 24% ofevaluation 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 theadvertisement. Either equal to the average of all of the otherrespondents for the project or the statewide average.

Total percentage of the input by the teams andsections is approximately 52% of evaluation


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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


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Firm Size

Firm Size as know as Compatibility

Based on the percentage of the work to beperformed, the estimated amount of the

contract, length of the contract, currently$3000/person/month and the number ofemployees of the firm

Will be impacted by a moderate or complex

rating factor (large firms will receive a value notless than a 2).


h l l dd l


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Location

Location is normally as stated in the firms 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.


Documents

S54_Consultants Rating and Proposal Advertisements_LTC2013