Questions For PR/PE Review Of (STATE)'s Consultant Agreement Processing/Fee Determination
District Office Review
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- Basic Understanding Of (STATE)'s Organizational Arrangement:
- District office organizational structure.
- Overview of district office's role in the process.
- Overview of consultant usage and major steps in the process:
- Types and $ of work done by consultant?
- PS&E
- Design
- Construction engineering & inspection
- Who are the responsible persons (project or program managers) to administer consultant agreements.
- How advertised for prospective firms.
- Long list/ short list of firms and technical committee makeup
- Min. Number of firms: long=10, short=3-6
- Rating factors
- Committee made up of who
- RFP's sent to short list firms:
- Scope of services and manhour estimate prior to shortlisting?
- Input shortlist data into professional services information system within 5 days of shortlist meeting?
- Publish shortlist firms in "FAW"?
- Scope of services meeting for shortlisted firms.
- Oral technical proposals by short list firms.
- Rating/ ranking process by technical review committee.
- Firm selected using technical committees ratings.
- Selection committee = district secretary, production, operations managers?
- Negotiation process with #1 ranked firm based on technical proposal and level of effort (labor type, wage rate, #hours).
- (STATE) man-hour estimate prior to shortlist selection?
- Same format for consultant and state?
- Copy not provided to consultant?
- Same information provided to all consultants?
- Consultant's estimate
- (STATE)'s estimate
- Process to reach agreement
- Documentation
- Fee proposal?
- Audit package?
- Prewar audit on F.A. if $25,000?
- Truth-in-negotiation certification if > $60,000?
- Other factors affecting process
- Wage rate negotiation
- Consultant's rate
- Statewide or districtwide rate
- What are rates based on
- Expense items
- How are prices determined (negotiated) for equip., supplies, travel?
- Documentation
- Fixed fee
- Reasonable based on rise?
- How to determine acceptable ranges?
- Valuation of consultant's work by who and how measured
- Types and $ of work done by consultant?
- Follow Up From FHWA's 1991 Consultant Selection Process Review:
- Man hour estimate should not be provided to consultant firms.
- Consultant personnel are being allowed to-change from those initially proposed during selection process.
- Improve documentation throughout entire selection process.
- Written, not oral, technical proposals should he received in accordance with approved procedures.
- Changes in scope of services during selection process, based on available budget should not be allowed.