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Consultant Selection for WOCs under Full-Service A&E Price Agreements

A&E WOC Selection Overview for LPA and ODOT Projects

This website provides procedures, forms and resources for utilizing A&E full-service price agreements (PAs) established by ODOT.
 
The PAs may be used for ODOT or local public agency (LPA) full-service projects located anywhere in the state on the state highway system or on transportation systems of LPAs. LPA’s may make Tier-2 selections for WOC assignments under the PAs as allowed under the Two-Tiered Selection Procedure provided in ORS 279C.125 and OAR 137-048-0260.
 
The Services needed on any given project may include, but are not limited to: project scoping; project management/oversight and public involvement; all facets of preliminary engineering such as, environmental studies, geotechnical explorations, hydraulic analysis, and land surveying; all elements of engineering/design; right-of-way; construction bid assistance; and construction contract administration, construction engineering and inspection (“CA/CEI”).
 
Always use the current forms linked below on this web page. Do not use versions saved to your computer as all items are subject to change without notice.
 
Links labeled as "ODOT staff only". Many of the links on this page and within documents go to internal ODOT resources and documents which are available only to ODOT staff. LPA staff may request those resources and documents from ODOT as needed. 
 
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Selection Procedures & WOC Administration Requirements

There are two options for WOC assignment: Mini-RFP, and Direct Appointment (when applicable).​

In addition to the selection and negotiation procedures, end-users are required to follow the WOC administration requirements in the procedure guides linked below.

Procedures and checklist for Tier-2 WOC selections on LPA projects.
Procedures and checklist for WOC selections on ODOT projects.
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WOC Request Forms

WOC & Amendment Request Form  (ODOT Staff Only)

Agency Project Manager (APM) for ODOT submits form to OPO (prior to contacting firms) to request Mini-Solicitation (Option 1), or Direct Appt (Option 2) when applicable.

APM also uses this form to request an amendment to an existing WOC.
Email Request to OPO
(ODOT Staff Only) 
Link opens email to OPO Request Mailbox.
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Mini-Solicitations

Mini-RFP Doc Template
(ODOT Staff Only)

Eval/Selection Criteria from PA

Capacity Summary Form

For consistency in process, this Mini-RFP Template is used for all Mini-RFPs. Also linked:

1) a list of WOC eval/selection criteria stated in the PA;

2) a Capacity Summary form used to evaluate a proposing firm's current workload and remaining capacity of PM or other key staff to complete projects in the time needed. 

DBE Goal Calculation Form ​ Required form for FHWA-funded A&E and Related Services procurements that will exceed $100K (including anticipated amendments for future phases of work) and include more than one discipline. APM completes applicable yellow highlighted fields and submits to Procurement Specialist.​
Email Template for Mini-RFP (OPO Staff Only)
The email template is preloaded with emails for distribution to firms with PAs. Used by ODOT Procurement Specialist for sending Mini-RFP to Consultants with A&E Full-Service PAs for ODOT and LPA Tier-2 projects.
COI Form for Eval Committee Member (ODOT Staff Only)​ Completed by each evaluation committee member prior to evaluating and scoring proposals.​
Pass/Fail & Required Items Evaluation (ODOT Staff Only) Completed by ODOT Procurement Specialist before forwarding proposals to evaluation committee.

Evaluator Score/Comment Sheet

Used by evaluators from LPA or ODOT to document proposal evaluations.
Evaluation Score Matrix  (OPO Staff Only)​ Prepared after evaluator scoring of proposals is completed. ​
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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Selection Forms and Intent to Award Templates

LPA Tier-2 Selection Form  LPA Projects: Following selection from Mini-RFP or Direct Appointment, LPA staff complete this form and submit to LAL. LAL submits form to OPO Procurement Specialist. OPO issues intent to award notice.
ODOT-APM Selection Form​​ ODOT Projects: Following selection from Mini-RFP or Direct Appointment, evaluation committee chair person completes this form and submits to OPO Procurement Specialist. OPO issues intent to award notice.​
Intent to Award & Not Selected Notices  (Link to OPO Staff-Only A&E Forms and Templates) ​Emailed by OPO Procurement Specialist to notify top ranked firm  and all Proposers of evaluation/selection results.
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Price Agreement Data

Name of Firm/Proposal
Click links to review  Proposals for RFP 25134.

All PAs are approved for PE and CA/CEI Services.

PA #
Cost Data, QA/QC Plans, & Price Agreement
B31258 
Period for WOC Assignments. This series of PAs (awarded under RFP 25134) is available for WOC assignments for a 2-year period beginning July 1, 2013. The WOC assignment period in the PAs may be extended for up to 2 additional years at ODOT's sole discretion.
 
Matrix of Primes and Approved Subs. This matrix shows the approved subconsultants under each PA. Subs not approved under a PA may be added by amendment to the PA or may be added to individual WOCs for specific projects and must be approved by ODOT.
 
Rate Schedules (ODOT staff only) for Prime and approved subcontractors are available in the linked folder. For additional information and resources see Billing Rate Resources & Requests page (ODOT staff only). 
 
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).
 
RFP 25134 with addendums 1 and 2 incorporated and showing as Track Changes.
CH2M Hill ProposalResumes
B31259 
DEA ProposalResumes
B31260 
HDR Proposal & Resumes
B31261 
HHPR Proposal & Resumes
B31262
HNTB ProposalResumes
B31263 
OR Transp. Professionals ProposalResumes (Formerly HW Lochner)
B31264 
KPFF PE Prop & ResCE Prop & Res
B31265 
Murray Smith ProposalResumes
B31266 
OBEC Proposal & Resumes
B31267 
Otak Proposal & Resumes B31268​
Parametrix ProposalResumes B31269​
Parsons Brinckerhoff Proposal & Res B31270​
Quincy ProposalResumes B31271​
TY Lin ProposalResumes B31272​
WH Pacific ProposalResumes B31273​
 
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Negotiation Guidance and Forms

Negotiation Guide
(ODOT Staff Only)

Negotiated Procurements Directive (ODOT Staff Only)
Links provides access to the ODOT Negotiation Guide and the Negotiated Procurements Directive, 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.

 Cost Estimates
Breakdown of Costs (BOC)
BOC-NBR (for primes that do not have an approved O/H rate)
BOC Requirements

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. For ease of comparison with consultant costs, it is best to use the same BOC template for internal estimate whenever possible.
Pre-Negotiation Plan
(ODOT Staff Only)
Completed prior to negotion by agency/LPA following preparation of internal estimate and receipt of consultant estimate. A pre-negotiation plan is required for negotiation of contracts/amendments exceeding $100,000. 
Record of Negotiation (RoN)
(ODOT Staff Only)
ODOT staff complete this required form (with input from LPA on Tier-2 projects) to document cost analysis and negotiations. Submit to OPO when negotiations are completed (prior to signature routing). 
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Contract Administration

Invoice Review Requirements for LPA Projects
Includes requirements for ODOT staff responsible for reviewing consultant invoices on LPA projects.
Invoice Payment Approval Form (ODOT projects) Mandatory from APM with all invoice submittals on ODOT projects.​
Consultant Performance Evaluation Form  PE Phase
(ODOT Staff Only)
Required form used by ODOT staff WOC Administrator to document consultant performance on A&E and Related Services Contracts of $30,000 or more.
Consultant Performance Eval Process Guidance  PE Phase

 (ODOT Staff Only)
Provides guidance for completing Performance Eval Form (with input from LPA staff as needed).  FARs require evaluations for all federally funded A&E contracts of $30,000 or more.
 - (ODOT Staff Only)
Consultant Performance Evaluation Form  - CE Phase  (ODOT Staff Only)
Required form used by ODOT WOC Administrator to document consultant performance during CE phase. The Consultant Evaluation Form for the CE Phase (CA/CEI) is currently in a Pilot Program for the 2012-2013 Construction Seasons.
Consultant Performance Evaluation Process Guidance - CE Phase (ODOT Staff Only) Guidance for performing consultant evaluation for CA/CEI phase.
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Resources, Training, Laws & Policies

 

(ODOT Staff Only)​
This link provides access to additional information, forms, and processes related to contracting.​

TRAINING for ODOT & LPA STAFF:

(ODOT Staff) Click Here for curriculum of suggested and recommended courses

(LPA Staff)  Click Here for class information and registration. 

Recommended courses related to A&E procurement include:

Statement of Work Writing; Evaluation & Selection Committee Process; Negotiation Process and Documentation; and Contract Administration.
These courses were designed for ODOT staff, however they are open for LPA staff to attend. Currently, ODOT does not charge a course fee for these procurement classes.
DIRECTIVES:
 
Negotiated Procurements
(ODOT Staff Only)
 
(ODOT Staff Only)​
Includes Federal, State and ODOT requirements for negotiating and documenting negotiation of A&E and Related Services contracts and amemdments.
 
Includes Federal, State and ODOT requirements regarding QBS procedures for A&E Services and Related Services procurements.​

FEDERAL REQUIREMENTS

23 CFR Part 172

FHWA's Consultant Services page

FHWA - ODOT Stewardship Agreement

 

 

The Administration of Federal-aid Projects by Local Public Agencies

 

FHWA VIDEOS

Consultant Selection Overview

Consultant Selection & Competitive Negotiation Procedures

Conflicts of Interest

 

ODOT VIDEOS

A&E Consultant Selection for LPAs

FHWA requirements for grantees on A&E and Related Services Contracting.

The purpose of the Stewardship Agreement is to formalize the roles and responsibilities of FHWA and ODOT in administering the Federal-Aid Highway Program. 

 

FHWA National Review Program Final Report on the Administration of Federal-aid Projects by Local Public Agencies​.

  

 

 

 

 

 

 

​STATUTES and ADMINISTRATIVE RULES

ORS 279C.100-125

OAR 137-048

​Key Oregon Revised Statutes and Administrative Rules related to A&E procurement and 2 Tier Selections for local agencies.​ OAR 137-048-0260 applies to A&E price agreement and WOC requirements.
 
This template is required for use on projects that include outsourcing construction contract administration, construction engineering and inspection (CA/CEI). Revisions or deletions of tasks must be approved by the Construction Office (except areas with blue highlight). Use Track Changes to show all edits before sending to OPO and/or the Construction Office.​
SOW Writing Guide Guidance and requirements for Statements of Work​

ODOT COI Guidelines  

COI Form

FHWA Guidance: Conflicts of Interest

Consultants are required to be in conformance with the ODOT COI Guidelines and disclosure form (see PA Part II, Section 1.b)​.

Code of Conduct ODOT’s Code of Conduct Policy includes policy and disclosure requirements (related to contracting) for current and former ODOT employees.​

 

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Archived Price Agreements & Resources

2013 Archive of Local Agency PAs Archive of PA series 28347 thru 28356 and procedures used for LPA projects.
2013 Archive of ODOT Full-Service PAs  (ODOT Staff Only)​ Link is to archive of PA series 26524 thru 26531 and procedures used for ODOT projects.​
Archived Local Agency PAs The previous series of Local Agency PAs (from RFP 22404) and associated forms and procedures are archived here.
Local Government Section Click here to go to the Local Government Section home page at:
www.oregon.gov/ODOT/HWY/LGS/
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Ask a Question or Report a Problem

For questions related to this page, or to report problems or broken links, please send email to:

Kim Rice, Technical Development Coordinator

 

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