CONSULTANT INSPECTION

1. CONSULTANT INSPECTION

2. Mission • To develop and share procedures on how to hire consultants for construction inspection.

3. Purpose • Consultant inspection is intended to enhance our inspection forces during peak loads and is not intended to replace MoDOT personnel.

4. Oversight • MoDOT should maintain oversight of the consultant’s inspection work. This would be accomplished by having a lead inspector on a project or corridor checking with the consultant on a regular basis and picking up daily reports.

5. Uniformity of Inspection. Sitemanager entry. Check traffic control and other public safety issues. Consultants liability. Handle Contract Disputes. Coordination with other MoDOT Divisions Verification of consultants hours. Change Orders. Order Records. Contractor Performance Ratings. Interaction with other MoDOT work units. Why Use MoDOT To Oversee Consultants?

6. Painting Concrete Plant Asphalt Plant Super Pave Plant Demolition Specialty Work Guard Rail Materials testing Signals Asbestos Guard Cable Lighting Landscaping Raised Pavement Markers Temporary hourly workers. In What Areas Could Consultant Inspection Work Well?

7. Where Does The Funding For Consultants Come From? • Payment to the Consultants will come from the Design and Bridge Consultant Fund (DBC Fund). • The cost for consultant inspection will not come out of the districts operating budget.

8. Who Enters Reports In Sitemanager? • MoDOT- The consultant’s would keep a bound field diary and turn in a daily sheet with pay quantities. This report would be like the DWR form which also contains a summary of the days activities. A designee of the Resident Engineer will enter the information into Sitemanager. • Mobile Inspector???

9. Does The Consultant Provide Their Own Transportation? • Yes • This should be clarified in the memorandum of understanding (MOU).

10. What Testing And Safety Equipment Does MoDOT Provide And What Does The Consultant Provide? • This should be addressed in the MOU. • Any computers ,electronic devices, software or computer training should be addressed as well.

11. How Are The Consultants Hours Tracked? • We recommend the lead inspector verify the consultants hours and the hours reviewed on a weekly basis. • Typically payment to consultants are made on a monthly basis.

12. What Is The Process For Payment To The Consultant? • The RE will review the monthly billing submitted by the consultant and recommend approval. • Any additional reviews are not mandated but may be utilized at the Districts discretion. • The billing will then be forwarded to district Financial Services for payment. • The initial bill sent to district Financial Services on a project should include a copy of the hourly agreement and MOU.

13. What Consultants Are Available In My District? • There is a list of all consultants with Actual Cost Plus Fixed Fee agreements for each district. • MoDOT on_Call Consultant list will be updated 07/01/17 • Using on-call consultants from another district wiil require approval from the PSC. • Make sure the same consultants are not continually used and spread the work around. The usage of consultants is reviewed by Design Div. & Management. • Any agreement will be subject to approval by the professional services committee.

14. How Do I Select A Consultant For My Job? • Unlike most MoDOT contracts the consultant is not selected by low bid. • The expertise of the consultant in relation to the inspection work required should be considered. • Networking with other districts can identify consultants with good and bad track records on MoDOT projects. • Review of Consultant performance evaluations.

15. How Do I Enter Into A Contract? • The District Construction & Materials Engineer and RE should meet to discuss what inspection is needed. • ECR should be consulted to determine a DBE Goal for the work. • Review approved consultant list and select a consultant using the design selection process. • A meeting should be set with the consultant to prepare a draft of the MOU. EPG 134.2.4 is a checklist to make sure it is complete. • MoDOT prepares final MOU.

16. How Do I Enter Into A Contract? (Cont) • Submit the full agreement (2 copies) to the consultant for review and signing. • Consultant returns 2 signed copies. • District Engineer signs off on all MOU’s under $200,000. • One copy is returned to the consultant. • MOU’s over $200,000 must be approved by the MoDOT Professional Services Committee

17. MOU Process • MOU template is accessible in e-agreements. • Agreements are to be drafted, reviewed, and archived in e-agreements. • Electronic signing through DocuSign is encouraged. • MOU’s under $200,000 is executed by the DE • Standard Solicitation process is mandated for contracts over $200,000. EPG 134.2

18. What Should Be Included In The Memorandum Of Understanding ( MOU ) ? • Who is entering into the MOU. • When the original actual cost plus fixed fee contract was executed. • The Purpose of the MOU • Scope Of Services listing what is expected from the consultant. (Use the scope of services checklist provided) Exhibit A • Sub Consultants purpose, if any

19. What Should Be Included In The MOU? (Cont) • Period of service • Maximum payment amount with a detailed breakdown (Exhibit B) • Referral to Original Agreement • Date MOU signed • Signature of MoDOT District Engineer and Consultant representative.

20. Scope Of Services (Exhibit A) • Review attached check list

21. Cost Breakdown (Exhibit B) • Billing Rate Costs (Rates billed as per actual cost plus fixed fee agreement). • Direct Costs (Travel,Communication,Equipment Etc.) • Total Costs

22. How Do I Get Rid Of A Consultant I Am Not Pleased With? • The actual cost plus fixed fee agreement covers how an individual from the consultant or the consulting firm can be terminated by MoDOT. • This is covered under section 11

23. Evaluation Of Consultants Performance • An evaluation form must be filled out at the end of the project to document the consultant’s performance. • There is a Consultant Evaluation Database that is to be used.

24. Questions