ERC Recertification
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ERC Recertification Summer 2014. Federal-aid Program Contracts. INDOT-LPA Contract. Stewardship & Oversight Agreement: INDOT & FHWA FHWA & INDOT are jointly responsible for how the Federal-aid program is developed and implemented.

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ERC Recertification Summer 2014

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ERC Recertification

Summer 2014


Federal-aid Program Contracts


INDOT-LPA Contract

  • Stewardship & Oversight Agreement: INDOT & FHWA

    • FHWA & INDOT are jointly responsible for how the Federal-aid program is developed and implemented.

    • INDOT, acting on behalf of FHWA, is expected to exercise judgments similar to FHWA based on Federal laws, regulations and policies.


INDOT-LPA Contract

  • INDOT-LPA Contract

    • This contract states agreement between both parties on:

      • Project description

      • LPA Responsibilities, rights & duties

      • INDOT Responsibilities, rights & duties

      • Project Funds

      • Terms & Schedule

      • General Provisions & compliance


INDOT-LPA Contract

  • When does this happen?

  • Contract Breakdown

    • Sections I-VI

    • Attachments A-D


INDOT-LPA Contract

  • Section I

  • Section II

  • Section III


INDOT-LPA Contract

  • Section IV

  • Section V


INDOT-LPA Contract

  • Section VI

    • A-T provisions outlined in contract

    • Some highlights to be aware of:

      • Access to records

      • Audits

      • Compliance

      • Disputes

      • Non-discrimination (ADA, DBE)


INDOT-LPA Contract

  • Attachment A- Project Description

  • Attachment B- LPA’s Rights and Duties

  • Attachment C- INDOT’s Rights and Duties

  • Attachment D- Project Funds

    When can I start my project?


LPA-Consultant Contract

What YOU need to know!

Hiring a consultant through competitive negotiation:


LPA-Consultant Contract

  • Objectives

    1. Ability to understand the various types of contracts and their elements.

    2. Empower YOU to successfully negotiate a contract.

    • $$$

    • Schedule

    • Appropriate for the project


LPA-Consultant Contract

  • Items to cover:

    • Contracting sequence

    • Contract compensation methods

    • Contract review checklist

    • Consultant prequalification letter

    • Profit calculation worksheet

    • Compensation/escalation value


LPA-Consultant Contract

  • LPA Contracting Sequence

  • District Local Program Director reviews and advertises RFP.

  • When advertising is complete, ERC requests Past Performance Data for any Letters of Interest (LOIs) received.


LPA-Consultant Contract

  • LPA Contracting Sequence, cont’d.


LPA-Consultant Contract

  • LPA Contracting Sequence, cont’d.


LPA-Consultant Contract

  • Contract Compensation Methods

    • Lump sum

    • Negotiated labor rate

    • Cost Plus Fixed Fee (CPFF)

    • Unit price

    • Cost plus % of cost is prohibited by Indiana Code and Federal Regulations


LPA-Consultant Contract

  • Lump Sum

    • Good method to use when the scope of work is well-defined and when there is confidence in level of effort required.

    • Not acceptable for construction inspection.


LPA-Consultant Contract

EXAMPLE #1:

See handout: “Lump

Sum: Appendix D”


LPA-Consultant Contract

  • Negotiated Labor Rate

    • Acceptable method to use when the scope is not well-defined, or when the consultant is not in control of the level of effort.

    • Typically used for construction inspection.


LPA-Consultant Contract

EXAMPLE #2:

See handout: “Negotiated Labor Rate: Appendix D”


LPA-Consultant Contract

  • Cost Plus Fixed Fee

    • Acceptable method to use when the scope is well-defined but there is a lower degree of confidence in the level of effort required.

    • Consultants must have full CPA Audit or Cognizant Audit prequalification financial approval to use this method.


LPA-Consultant Contract

EXAMPLE #3:

See handout: “Cost + Fixed Fee: Appendix D”


LPA-Consultant Contract

  • Unit Price

    • Good method for use with repetitive well-defined units of work.

    • Typically used for geotechnical and right-of-way (ROW) services.

    • INDOT approved unit price rates for ROW services are available on the INDOT website.


LPA-Consultant Contract

EXAMPLE #4:

See handout:

“Unit Price”


LPA-Consultant Contract

  • Advice about use of multiple methods

    • Lump sum and hourly compensation elements should not be mixed in a contract unless the methods would be applied during different defined time periods or when there is no overlap in the staff who will be performing the work elements.


LPA-Consultant Contract

  • Consultant Contract Review Checklist

    • Go to: http://www.in.gov/indot/index.htm

    • Click: Doing Business with INDOT

    • Click: LPA & Grants Administration

    • Click: LPA Consultant Selection

    • Under: Forms

    • Select: Consultant Contract Review Checklist


LPA-Consultant Contract

EXAMPLE #5:

See handout:

“LPA-Consultant Contract Review Checklist”


LPA-Consultant Contract

EXAMPLE #6:

See handout:

“Consultant Prequalification Letter”


LPA-Consultant Contract

EXAMPLE #7:

See handout:

“Consultant Contracts Profit Calculation Worksheet”


LPA-Consultant Contract

  • Escalation values for INDOT consultant contracts:

    • Go to: http://www.in.gov/indot/index.htm

    • Click on: Doing Business with INDOT

    • Highlight: Consultants/Pre-construction

    • Click on: Proposals & Contracts

    • Under: Contract Compensation Information

    • Select: Employment Cost Index (ECI) Rates


LPA-Consultant Contract

EXAMPLE #8:

See handout:

“Escalation Values

for INDOT Consultant Contracts”


LPA-Consultant Contract

  • Real estate fee schedules:

    • Go to: http://www.in.gov/indot/index.htm

    • Click on: Doing Business with INDOT

    • Highlight: Consultants/Pre-construction

    • Click on: Proposals & Contracts

    • Under Contract Compensation Information

    • Select: Current Real Estate Fee Schedules


LPA-Consultant Contract

EXAMPLE #9:

See handout:

“Increase in State Mileage Reimbursement Rate”


Common Errors

EXAMPLE #10:

See handout:

“Match App. D”


Common Errors

EXAMPLE #11:

See handout:

“Appendix A”


Common Errors

EXAMPLE #12:

See handout:

“Appendix B”


Common Errors

EXAMPLE #13:

See handout:

“Appendix C”


Common Errors

EXAMPLE #14:

See handout:

“Appendix D”


LPA-Consultant Contract FAQs

  • How does the state negotiate consultant contracts?

  • If I don’t know anything about negotiating, who can I talk to?

  • If I include a work type on an RFP that ends up not being used, is that a problem? What if I don’t include one I end up needing?

  • What are some things I should be aware of in a consultant contract?


Federal-Aid Program Contracts

  • KEY TAKEAWAYS:

    • INDOT-LPA Contract

      • MEETING YOUR SCHEDULE IS IMPORTANT!

      • Attachments A-D- specific to your project

    • LPA-Consultant Contract

      • Different types of contracts

      • Following the RFP process is important- audits WILL happen after your project

      • You have the right to negotiate

      • Confused? Ask for help.


Local Quarterly Report (LQR)


Local Quarterly Report

https://itap.indot.in.gov


Local Quarterly Report


Local Quarterly Report


Local Quarterly Report


Local Quarterly Report


Local Quarterly Report


Local Quarterly Report


Local Quarterly Report


Local Quarterly Report


Local Quarterly Report


LQR Main Page


Tab Identification


General Questions


Comment Box


Project Cost and Budget Tab


Project Schedule Tab


Permits Tab


Tab for Post Bid Letting


Comments Tab


Document Upload Tab


Signing & Submitting Report


Review


Review


LQR

  • KEY TAKEAWAYS:

    • LQR is a tool for everyone involved

    • The report is only as good as the info you put into it! (Garbage in, garbage out)

    • Technical support?


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