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DOT CONSULTANT CONTRACT MANAGEMENT

DOT CONSULTANT CONTRACT MANAGEMENT. Professional Services Contracts. Consultants’ Competitive Negotiations Act (CCNA) – Chapter 287.055, F.S. Qualifications based selection of A&Es, S&Ms, others Requires consideration of past performance and volume of work previously awarded

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DOT CONSULTANT CONTRACT MANAGEMENT

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  1. DOT CONSULTANT CONTRACT MANAGEMENT

  2. Professional Services Contracts • Consultants’ Competitive Negotiations Act (CCNA) – Chapter 287.055, F.S. • Qualifications based selection of A&Es, S&Ms, others • Requires consideration of past performance and volume of work previously awarded • Negotiate fair, competitive, reasonable compensation based on detailed cost analysis

  3. Support Systems • Professional Services Information System (PSI) supports qualifications based selection • Automated Fee Proposal System (AFP) supports negotiations • Consultant Invoice Transmittal System (CITS) supports contract management

  4. PSI • Consultant data base of qualification information – 700+ firms • Project development schedule for annual program of 500+ contracts = $700million+ • Consultant contract history since 1984 • Performance history – all consultant contracts receive grades

  5. Performance Evaluation • Each consultant contract must have a final grade to be used in future selections • Each major type of work receives a separate quality grade • Interim grades required at 12 month intervals • Grades entered in PSI by DOT Project Manager

  6. Grades • Each contract receives: • Schedule Grade • Management Grade • Quality grade for each major work type • Quality grade assigned to sub & prime • Constructability grade required on all contracts producing plans

  7. ABC Engineering, Architecture, Surveying, Inc.

  8. AFP • Automated spreadsheet • Standardizes cost proposals • Streamlines negotiations process • Eliminates calculation errors • Data uploaded into CITS eliminating significant data entry time

  9. CITS • Web enabled system • Contract payment terms and rates locked in • Electronic generation and submittal of invoices by consultants over the Internet • Eliminates calculation errors and expedites review and approval of invoices • Interface with FLAIR for encumbrance and payment through middleware programs • DFS participation and acceptance, “Load and Post”

  10. CITS Process Flow Step 1. Professional Services uploads Contract Information from AFP Step 6.Banking and Finance pays the Consultant. Step 2. Financial Services reviews and locks down Contract Information. Step 5. Financial Services reviews and approves the Invoice. Step 4. Project Manager reviews and approves the Invoice. Step 3. Consultant invoices on internet.

  11. METHODS OF COMPENSATION • CITS accommodates a variety of payment options and cost elements • Different invoice schedules associated with different payment options • Allows for FARS methods and others • Allows multiple and discrete amendments and task assignments • Maintains encumbered amounts in synch with FLAIR

  12. CITS STATISTICS12/31/04

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