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