Guidelines for Determining if ___DOT'S Consultant Agreement Costs are Reasonable and Supported
FHWA STA Division Office
1994 PR/PE Review
Word Version (31 kb) | PDF Version (12 kb)
- Basic understanding of ___DOT's organizational arrangement of contractural services office (called professional services in districts) and project management office:
- Central Office organizational structure.
- Contractural services
- Project management
- Overview of Central Office's role in the process.
- Contractural services
- Project management
- District Office organizational structure.
- Professional services
- Project management
- Overview of District Office's role in the process.
- Professional services
- Project management
- Central Office organizational structure.
- Overview of consultant usage and major steps in the process:
- Types, $ amount, and % of work done by consultant?
- PD&E
- Design
- Construction engr. & inspection (cei)
- General consultant used?
- Management consultant used?
- Who are the responsible persons to administer consultant agreements. How many projects (type, $ size) assigned per staff member for managing.
- Professional services
- Project management
- Steps in process
- Develop scope
- Prepare staff-hour and cost estimate
- Advertise
- Long list/ short list of firms and technical committee makeup.
- RFP's sent to short list firms.
- Scope of services meeting.
- Oral technical proposals by short list firms.
- Rating/ranking process by technical review committee.
- Firm selected.
- Negotiation of scope, staff-hour and price
- Execute agreement
- Types, $ amount, and % of work done by consultant?
- Negotiation Process
- Staff-hour negotiation process
Who Conducts and How:
State's Estimate:
- Process to develop ___DOT's estimate
- Based on what factors
- Any historical data on level of effort needed for work types
- Any comparison to similar projects done in-house
- Any comparison to other districts
Consultant's Estimate:
- What does STA provide to firm, when?
- When is firm's estimate received
Process to Reach Agreement:
- What resources are used to conduct effective negotiation session(s). Does it include refined scope of work, evaluation factors - relative importance, audit opinion, etc.
Documentation:
- What's in files to support hours agreed to
Other Factors Affecting Process:
- Training
- Problems with firms using different position titles
- Salary Rate Negotiation
Who Conducts And How:
State's Estimate:
- Process to develop ___DOT's estimate
- Based on what factors
- Historical data on salary for position type
- Any comparison to state salary for same position type
- Any comparison to other districts
Consultant's Estimate:
- What does STA provide to firm
- When submitted
Process To Reach Agreement:
- What resources are used to conduct effective negotiation session(s)
Documentation:
- What's in files to support salary rate agreed to
Other Factors Affecting Process:
- Training
- Problems with firms using different position titles
- Staff-hour negotiation process
- Compensation
- Priced proposal from consultant:
- Any cost comparison data ($/mile, %construction cost, or other units)
- When use lump sum (well defined) vs cost + fixed fee (variable effort needed). Why; advantages, disadvantages?
- Use of cost per unit work or billing rate (specific rate of compensation)
- Changes in scope of services during negotiation process.
- How does project funding shortfall affect negotiation.
- Fixed fee:
- Range of % allowed
- Direct expense costs:
Process to determine reasonable expenses:
- How negotiated with firm
- Any comparison to state dot costs
- State district comparisons
- Historical firm data; based on what
Paid as lump sum or actual invoices:
- Best method; advantages or disadvantages
- Overhead Rates
- Applied To salary only?
- Priced proposal from consultant:
- Contract Modifications
- Supplements And Amendments (S/A's)
- Are there more S/A's on lump sum or cost+ agreements, why?
- Are S/A's on lump sum agreements treated differently than on cost+ agreements.
- Is additional operating margin (fee) paid for S/A's on lump sum contracts
- Const. Change orders - any efforts to classify cause of; is it due to error or omission of firm, thus collect damages
- Supplements And Amendments (S/A's)