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Consultant Selection for Local Agencies
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Article Content
The two-tiered process applies when Local Agencies choose to use ODOT Price Agreements to obtain Architectural, Engineering and related services for Local Agency projects. Alan Lively is Contract Administrator for the A&E On-Call Price Agreements. ODOT’s Local Agency Liaisons (LAL) administer the WOCs assigned for local agency projects in their respective Regions.
Here Local Agencies and ODOT staff will find links to forms and documents they will need to conduct the second tier of the two-tier selection and work assignment process.
Always use the current forms linked on this web page. DO NOT use versions saved to your computer as all items are subject to change with out notice.
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Detailed procedures for Tier 2 selections.
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Streamlined guidance and checklist for Tier 2 selections.
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WOC & Amendment Request Form
(ODOT Staff Only) |
LAL submits form to OPO (prior to contacting firms) to request Mini-Solicitation (Option 1), or Direct Appt (Option 2) when applicable.
LAL also uses this form to request an amendment to an existing WOC. |
Email Request to OPO
(ODOT Staff Only)
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Link opens email to OPO Request Mailbox. |
Note: Capacity Summaries are required as part of the Mini-Solicitation process for projects with project PE + CE of $250,000 or more (optional if less). Consultants are required to provide capacity information on key personnel they propose for a pending project assignment. A link to the Capacity Summary form is in the Mini-Solicitation template.
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Name of Firm/Proposal
(Click links to review Proposals for RFP 23810) |
PA # |
Cost Data, QA/QC Plans, & Price Agreement |
| Otak |
28347 |
Rate Schedules (ODOT staff only) for Prime and Approved Subcontractors are available as Excel Workbooks in the linked folder. (See note below.)
Overhead and FCCM Rates (ODOT staff only)
Approved for each firm that calculates overhead.
QA-QC Plans (ODOT staff only) on file are available in the linked folder. QA-QC plans for PE and design phase should not be a compensated deliverable in WOCs for firms with QA-QC plans on file at ODOT.
Price Agreement Document The PA includes the terms and conditions incorporated in WOCs (same for each firm).
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| OBEC Consulting Eng. |
28348 |
| DEA, Inc. |
28349 |
| CH2M Hill, Inc. |
28350 |
| HHPR |
28351 |
| Parametrix |
28352 |
| WHPacific |
28353 |
| MSA |
28354 |
| TY Lin |
28355 |
| HW Lochner |
28356 |
Notes:
Rate Schedules. The rate schedule workbooks may include two different types of rate schedules:
- Escalated Salary Rate schedules (ESRs) are base rates that do not include overhead, FCCM, or profit.
- Negotiated Billing Rates (NBRs) are fully loaded billing rates that include overhead and profit (used for firms that don’t calculate overhead in their normal accounting practices) NBRs do not include automatic escalations.
For additional information and resources see Billing Rate Resources & Requests page (ODOT staff only).
Period for WOC Assignments. This series of PAs (awarded under RFP 23810) is available for projects included in the 2008-2011 STIP and may be amended to include projects in the 2012-2015 STIP.
Negotiation Guide
(ODOT Staff Only)
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This link provides access to the ODOT Negotiation Guide, with guidance and best practices from pre-negotiation planning and cost analysis thru documenting the negotiation with a Record of Negotiation. |
| Profit Worksheet Form |
Required once for PE phase and once for CE phase. May not be prepared for Agency by Consultant. Submit to OPO when negotiations are completed. |
Internal Estimates
Breakdown of Costs (BOC)
Breakdown of Costs-NBR
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Prior to receipt of consultant cost estimate, an internal estimate must be prepared with breakdown of costs and expenses by task and subtask. Required for all WOCs and WOC amendments that increase funds. Submit to OPO when negotiations are completed.
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Pre-Negotiation Plan
(ODOT Staff Only)
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Completed prior to negotion by agency/LPA following preparation of internal estimate and receipt of consultant estimate. A pre-negotiation plan must be prepared for negotiation of contracts/amendments exceeding $100,000.
See "Negotiated Procurements" directive.
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Record of Negotiation (RoN)
(ODOT Staff Only)
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ODOT staff complete this required form with input from LPA to document cost analysis and negotiations. Submit to OPO when negotiations are completed (prior to signature routing). |
Consultant Performance Evaluation Form
(ODOT Staff Only)
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Required form used by ODOT staff to document consultant performance on A&E and Related Services Contracts of $100,000 or more, with some program exclusions. |
Consultant Performance Eval Process Guidance
(ODOT Staff Only)
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Performance evaluations are to be completed by LALs (with input from LPA staff as needed) for design phase and CA/CEI phase. The linked guidance doc requires evaluations for all contracts/WOCs that exceed $100,000. FARs require evaluations for all federally funded A&E contracts of $30,000 or more. |
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The Consultant Evaluation Form for the CE Phase (CA/CEI) is currently in a Pilot Program for the 2012 Construction Season. |
| Consultant Performance Evaluation Process Guidance for CE Phase (ODOT Staff Only) |
Guidance for performing consultant evaluation for CA/CEI phase. |
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