1 / 220

DOING BUSINESS WITH THE NEW YORK STATE DEPARTMENT OF TRANSPORTATION

DOING BUSINESS WITH THE NEW YORK STATE DEPARTMENT OF TRANSPORTATION BILL HOWE, DIRECTOR OF CONTRACTS. BASIC REQUIREMENTS. Professional licenses (engineering & survey) Provide corporate & individual proof of authority.

masako
Download Presentation

DOING BUSINESS WITH THE NEW YORK STATE DEPARTMENT OF TRANSPORTATION

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. DOING BUSINESS WITH THE NEW YORK STATE DEPARTMENT OF TRANSPORTATION BILL HOWE, DIRECTOR OF CONTRACTS

  2. BASIC REQUIREMENTS • Professional licenses (engineering & survey) • Provide corporate & individual proof of authority. • Primes provide for subs, or certify they will not perform services requiring license. • In general, NYS requires all officers/directors/ partners/shareholders to be a P.E. or L.S. • Exception for corporations grandfathered since 1935. CEO must still be a licensed P.E. or L.S. • For details, see Consultant Instruction 93-10 and the NYS Education Department website. 2

  3. BASIC REQUIREMENTS (cont’d) • Authority to do business in NYS from the NYS Department of State • Must file an initial Certificate of Incorporation • Must maintain active corporation status by the payment of annual franchise taxes • Adequate accounting and internal controls system • To support billings • To establish indirect cost rate (i.e. overhead)

  4. BASIC REQUIREMENTS (cont’d) • Internet access • Software • Bentley Microstation and InRoads for CADD • Trns.port Estimator for cost estimates • Primavera or Microsoft Project for Critical Path Method scheduling • ProjectWise for storing & sharing contract documents

  5. BASIC REQUIREMENTS (cont’d) • Insurance • Professional liability - $1 million • Protective liability - $300K per occurrence, $600K aggregate • Workers Compensation • Disability Insurance

  6. CAUTIONS • Long timeframe from advertisement to executed contract • Lots of paperwork • Lots of oversight • Risk of payment delays especially for work that needs a supplemental agreement • Risk of owing money after final audit

  7. PROCUREMENT REGULATIONS • Engineering contracts are governed by: • Title 23 Code of Federal Regulations Part 172 • NYS Finance Law Part 136a • Qualifications Based Selection • Negotiation of fair and reasonable cost

  8. WHAT’S NEW • Procurement Lobbying Law, effective 1/1/06 • Restricts contacts between ad and execution • Pre-designation – Contracts staff only • Post-designation – Contracts staff and Consultant Job Manager • 2 forms required in Expressions of Interest • Vendor Responsibility, effective 1/1/2005 • Annual questionnaire on ownership and potential concerns • Currently a form on NYSDOT’s website • Considering use of Comptroller’s VendRep system

  9. WHAT’S NEW (cont’d) • Consultant Disclosure Law, effective 6/19/06 • Requires 2 reports • Form A with initial contract signature to DOT • Form B annually to DOT/OSC/Civil Service • Summarizes staff working on each DOT contract • Job category, # of staff, hours, amount paid

  10. WHAT’S NEW (cont’d) • Federal Stimulus aka ARRA enacted 2/17/09 • Applies on some construction inspection projects • Requires monthly reports to DOT on total staff, hours & payroll for each applicable project • New job opportunities resulting from ARRA funds must be posted on NYS Dept of Labor website • For project-specific ARRA CI agreements, these requirements will be in the initial contract • For term CI agreements, they must be added by supplemental if work on ARRA project is assigned

  11. QUESTIONS?

  12. GETTING STARTED NYSDOT Website Overview

  13. NYSDOT Home Page – http://www.nysdot.gov Resources including 1) general public information about NYSDOT activities; 2) the Travel Center, including 511NY and; 3) the BUSINESS CENTER for all CONSULTANT/CONTRACTOR INFORMATION AND APPLICATIONS

  14. Business Center Links/windows to various consulting services, including Engineering Services pre-negotiation project status (Engineering Services) and supporting actions and activities (Doing Business with NYSDOT)

  15. Engineering Services – Preliminary Ads Clicking the left-hand link to “Engineering Services” opens the page portal to view advertisements posted to the NYS Contract Reporter.

  16. IF ANY LISTS EXTEND PAST THE VIEWING WINDOW, CLICK “VIEW ALL” TO OPEN THE COMPLETE PAGE Engineering Services – Detailed Ads Preliminary advertisements normally advance to detailed advertisements. Based upon these detailed ads, firms submit electronic Expressions of Interest (e-EOIs) using the Consultant Selection System web application (CSSWeb).

  17. Select (click) a project to view the detailed advertisement and related downloads.A detailed ad is necessary to prepare a firm’s electronic expression of interest (e-EOI). Clicking “View All” will also display the complete list of advertisement downloads.

  18. “View All” The “View All” page for detailed advertisements.

  19. Engineering Services – Shortlists & Designations

  20. Doing Business with NYSDOT http://www.nysdot.gov/doing-business Access to frequently used applications, forms, publications, Consultant Instructions, announcements, etc.

  21. Anticipated Consultant ProjectsDoing Business with NYSDOT : Architectural Engineering Information : Anticipated Projects https://www.nysdot.gov/divisions/engineering/design/consultant-management/repository/NYSDOT_Consultant_Plan.html

  22. Forms, Publications and Instructions https://www.nysdot.gov/main/business-center/consultants/forms-publications-and-instructions

  23. Forms, Publications and Instructionshttps://www.nysdot.gov/main/business-center/consultants/forms-publications-and-instructions Supporting documentation for both Process I (non-electronic) and Process II (electronic) consultant selections is found on this page under the subtopic “How To Do Business With DOT”. Process II has the additional side-column shortcut noted. Additional documentation covering the consultant contracting process is found within various subtopics of the Forms page, including but not limited to: audit and civil rights requirements; insurance requirements and forms; vendor responsibility forms and negotiation-stage proposal submission document shells.

  24. Consultant Selection Process I (Non-Electronic) and Process II (Electronic) - Information Linkshttps://www.nysdot.gov/main/business-center/consultants/general-info/non-electronic-consultant-selection-(process-1)andhttps://www.nysdot.gov/main/business-center/consultants/general-info/electronic-consultant-selection-(process-2)

  25. Process I & Process II – Submittal formsProcess I (Non-Electronic) firm submissions include NYSDOT 255C forms in the initial EOI submission, as these project types are not scored electronically.Process II (Electronic) opportunities do not require the NYSDOT 255 forms until shortlist stage.Both process types require the initial submission of Proofs of Authority, Affirmation of Understanding Forms (PLL) and CONR386-Workload Disclosure Forms.

  26. The Construction Inspection and Design Scoring Methodologies are found on the Process II information pages.Information on the scoring process and the table values associated with that process are found within the scoring methodologies.

  27. Frequently Accessed Information Announcementshttps://www.nysdot.gov/main/business-center/consultants/announcements Consultant Instructions Salary & Non-Salary Technical Requirements Selection Process Business Practices Overhead https://www.nysdot.gov/main/business-center/consultants/architectural-engineering/consultant-instructions Overhead Rates for Current Consultant Engineering Contract Negotiations https://www.nysdot.gov/main/business-center/consultants/forms-publications-and-instructions

  28. Consultant Selection System Web Application (CSSWeb) Firms that wish to do business with NYSDOT register using the CSSWeb application. A firm may have many account users but the business entity may only register one time. FEINs are used to insure that duplicate firm registrations do not occur.

  29. CSSWeb View Once registered, firms appear in the CSSWeb View (Inventory of Consultant Firm Information and Experience ); a useful tool when developing teams for electronic Expression of Interest (e-EOI) submissions.

  30. Click the CSS Web link to create an account or to log in to your firm’s existing account.

  31. Access to Firm Login Screen (Single Sign-On Login Screen)

  32. Single Sign-On Login Screen Log in to an existing account; create a new account; use account utilities for recovering/changing passwords. (Passwords must be changed from this utility, they cannot be changed during logged in activity.)

  33. Forgot Password Screen If the User ID, Security Validation Question and/or Security Validation Answer are not known, information may be emailed to the administrative email account of record. If the administrative email account is not known, no longer valid or active, or inaccessible, NYSDOT Office of Contracts staff can provide further assistance Monday through Friday from 8:00 AM to 4:00 PM. Call 518-457-2600 or email css@dot.state.ny.us

  34. Part I - Creating a User Account Before creating an account, users should read and must accept NYSDOT’s Acceptable Use Policy. Creating an account as a new firm is a 2-step process – Part I - Creating a User Account and Part II - Logging in to the application using the new account User ID and password to complete the registration process. Adding new users to an existing account is accomplished through both a new User ID creation and the Administrative module of the firm’s existing account. This is discussed at the end of this presentation.

  35. Primary Administrative Accounts should reflect the firm name rather than an individual’s name. The person associated with this account does not need to be a principal of the firm and should be reasonably available during normal business hours.

  36. Register the firm name exactly as it is registered with the New York State Department of State and/or New York State Department of Education When you have completed this form (Part I of the registration process), click the “Submit” button at the bottom of the page.

  37. SAVE YOUR REGISTRATION INFORMATION! Registration information retrieval by NYSDOT is only available Monday through Friday from 8:00 AM to 4:00 PM. Email or phone messages left at other times will be queued until the next business day.

  38. Part II – Completing the Registration Process (Initial Account Log In)User accounts are created as “ABC_Consulting” but logging in requires the full User ID path – “ABC_Consulting@nysdot” User IDs and passwords are case sensitive. Passwords must be a minimum of eight (8) characters long and should contain at least one (1) number in the sequence. DO NOT use non-standard characters, i.e., *, /, &, #, etc. in password fields.

  39. Part II – Completing the Registration Process After creating the primary user account, log in and complete the registration process. (If the account was created to add a user to an existing account, this step is not used.)

  40. Initial Firm Registration Screen

  41. Complete Items 1 – 6 Use the “Search” utility to check firm status (Have we registered already?)

  42. Gather Required Information First

  43. ERROR CHECK PRIOR TO ANY SUBMISSION Submit your data! The registration process is complete.

  44. Need more information? Review or print the Help document. The instructions link opens the relevant topics in the Help document. Sample Account – Complete Registration Completing the registration process expands the available “modules” or areas firms may use. When navigating within the application DO NOT use your browser’s “forward” and “back” buttons, instead click the available links in headings, side columns and bottom of page commands.

  45. Inventory Module The Inventory module is used to collect information about a firm’s brick and mortar offices, the staff in those offices (including principals), staff titles and salary rates and project inventories. Each category or module of information may be used by various NYSDOT processes, including but not limited to: e-EOI processing and firm selection, maintaining salary rates on new and existing contracts and identifying appropriate firm contacts. Maintaining current data benefit both the firm and NYSDOT.

  46. Inventory Functionality General Firm Information – Basic Information, Inventory Managers, Principals, Offices and Staff Counts are real time activities. When changes are made and saved in this group updates are processed in real time and firms do not need to use the “Submit Updates” link to send changes to NYSDOT. There are no time restraints on the submittals a firm may make under the “General Firm Information” category. Salary Roster Information – Annual Certified Salary Roster (“Salary Roster”, “Annual Roster”), Maximum Salary Rate Roster (“Max Rates”) and Inventory Salary Roster. The Annual Certified Salary Roster is the parent table used to create both the Maximum Salary Rate Roster and the Inventory Salary Roster. Creating the Salary Roster requires having employee information on hand including hire dates and current pay rates. Additionally, firm titles must be created in the “Admin” module of the application BEFORE a Salary Roster can be created. The Salary Roster must be created BEFORE a Max Rates or Inventory Salary Roster can be compiled. All Salary Roster, Max Rates and Inventory Roster information must be submitted to NYSDOT using the “Submit Updates” link.

  47. Inventory Functionality (cont.) • The Annual Certified Salary Roster is submitted once each 12 calendar months based upon the firm’s fiscal finance year. • The Max Rates Roster is submitted annually if the firm has active projects with NYSDOT. Max Rate Rosters must be compiled by the firm. The Max Rates Roster module must be opened and the roster is either “created” or “re-initialized” depending upon the type of maximum rates required. • The Inventory Salary Roster is used for scoring purposes and may be submitted in 90-day intervals. Inventory Salary Rosters are compiled by the system and require no user interaction other than submission from the “Submit Updates” page. An up-to-date Annual Certified Salary Roster (new employees added and saved to the Annual Roster) is necessary when providing an Inventory Salary Roster for scoring.

  48. Adding Firm Titles Firm titles are a required field in the Salary Roster and are created using the “Admin” link. Titles are case sensitive, please check your titles for consistency. After creating titles, the Salary Roster can be created.

  49. Annual Certified Salary Roster The main page of the Salary Roster module allows the user to add employees, find existing employees by searching (“Find by:”) or create a user-specified list of existing employees (“List..”).

  50. When providing title information it is necessary to scroll right to complete the required information for each title. The Function Code column is a pre-populated, drop-down box. Full Time Equivalent percentages (%FTE) must be provided for each title but may not necessarily add to 100%. (Part-time employees will be less than 100%.)

More Related