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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.

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agenda
Agenda
  • Revised Consultant Selection Process
  • Invoicing
  • Overtime, Travel and Vehicle Reimbursement Policies
  • Performance Evaluations
  • Efficient Contracting Process
  • Negotiations – Best Practices
basis for changes
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
ii new dollar amount change 0 50 000
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 change tier i 50 000 150 000
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 changes tier ii 150 000 1 million
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 changes tier iii over 1 million
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 process
Debriefing Process

Current

  • For Tier II and Tier III projects, feedback provided at the discretion of the Project Manager via phone, e-mail, or in person

Proposed

  • Tier 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
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 remember1
Things to Remember!!!
  • Tier III
    • Teams score proposals
    • Selection 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 shortlisted
    • CSD 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 approval
    • Results will be posted to website after selection process has been completed
invoicing workgroup
Invoicing Workgroup
  • Workgroup, 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 workgroup1
Invoicing Workgroup

Team 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 Timeframes
  • Accuracy and consistency of Invoice Content
  • Joint Training
invoice review
Invoice Review
  • Project 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 evaluations1
Performance Evaluations
  • Final Performance Evaluationsmust be completed at the conclusion of a project
    • Evaluations must be attached to the final invoice
  • Interim Evaluationsmust be completed when there is a significant performance issue
    • For 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
Factors that Ensure an Efficient Contracting Process
  • Use the most current forms posted on CSD Website
  • Timely response to CA and OCA questions
  • Advanced planning: (include key stakeholders)
  • Adhere to deadlines for Agendas and approvals
  • Priced proposals meet guideline rules
  • Avoid Retroactive services
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