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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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Mdot contract services division csd

MDOT Contract Services Division (CSD)

Project Manager Training


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


Standardize invoice forms please refer to handouts
Standardize Invoice Forms(Please refer to Handouts)


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


Negotiations best practices open discussions
NegotiationsBest Practices(Open discussions)



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