erc recertification summer 2014
DESCRIPTION
ERC Recertification Summer 2014. Federal-aid Program Contracts. INDOT-LPA Contract. Stewardship & Oversight Agreement: INDOT & FHWA FHWA & INDOT are jointly responsible for how the Federal-aid program is developed and implemented. - PowerPoint PPT PresentationTRANSCRIPT
ERC Recertification
Summer 2014
Federal-aid Program Contracts
INDOT-LPA Contract
Stewardship & Oversight Agreement: INDOT & FHWA FHWA & INDOT are jointly responsible for how the Federal-
aid program is developed and implemented. INDOT, acting on behalf of FHWA, is expected to exercise
judgments similar to FHWA based on Federal laws, regulations and policies.
INDOT-LPA Contract
INDOT-LPA Contract This contract states agreement between both parties
on: Project description LPA Responsibilities, rights & duties INDOT Responsibilities, rights & duties Project Funds Terms & Schedule General Provisions & compliance
INDOT-LPA Contract When does this happen? Contract Breakdown
Sections I-VI Attachments A-D
INDOT-LPA Contract Section I
Section II
Section III
INDOT-LPA Contract Section IV
Section V
INDOT-LPA Contract Section VI
A-T provisions outlined in contract Some highlights to be aware of:
Access to records Audits Compliance Disputes Non-discrimination (ADA, DBE)
INDOT-LPA Contract Attachment A- Project
Description Attachment B- LPA’s Rights and
Duties Attachment C- INDOT’s Rights
and Duties Attachment D- Project Funds
When can I start my project?
LPA-Consultant Contract
What YOU need to know!
Hiring a consultant through competitive negotiation:
LPA-Consultant Contract Objectives
1. Ability to understand the various types of contracts and their elements.
2. Empower YOU to successfully negotiate a contract.
$$$ Schedule Appropriate for the project
Items to cover: Contracting sequence Contract compensation methods Contract review checklist Consultant prequalification letter Profit calculation worksheet Compensation/escalation value
LPA-Consultant Contract
LPA Contracting SequenceLPA-Consultant Contract
ERC reviews
the Consultant Selection Toolkit on the INDOT website.
ERC requests the
Disadvantaged Business Enterprise (DBE) goal
through email by going to the INDOT website.
ERC drafts a Request for Proposals
(RFP) using the RFP
template on the INDOT website.
When advertising is complete, ERC requests Past Performance Data for any
Letters of Interest (LOIs)
received.
District Local Program
Director reviews and advertises
RFP.
LPA-Consultant Contract LPA Contracting Sequence,
cont’d.ERC
verifies that the
responding firms are
prequalified for the
work types advertised by using INDOT’s
prequalified
consultant list online.
An LPA scoring
team (3-5 individuals) evaluates and ranks
all submitted
RFPs.
LPA scoring team
completes scoring and tabulation and ERC
confirms the DBE goal is being met by the #1
ranking firm by
requesting a DBE Goal Met email
and attaching
the Affirmative
Action Certification form (AAC) submitted
with the LOI.
After receiving ‘DBE Goal Met’ email reply,
ERC completes the Consultant Contract Review Checklist and
submits to District Local Program Director
for approval.
District Local Program Director approves
Consultant Selection Review Checklist and confirms that LPA can begin negotiation with
#1 ranked firm.
LPA-Consultant Contract LPA Contracting Sequence,
cont’d.After
negotiation of
scope, schedule compens
ation and fees, draft
contract is
prepared using
the boilerpla
te contract found on INDOT’s website.
ERC completes the LPA-
Consultant
Contract Review Checklist on the INDOT
website and
submits all
required documen
tation along with draft
contract to
District Local
Program Director.
District Local
Program Director reviews
LPA-Consulta
nt Contract Review Checklis
t and notifies ERC that
draft contract can be
executed.
After signing
the consulta
nt contract, the ERC maintains a copy
and sends a copy to
the District Local
Program Director.
Contract Compensation Methods Lump sum Negotiated labor rate Cost Plus Fixed Fee (CPFF) Unit price Cost plus % of cost is prohibited by
Indiana Code and Federal Regulations
LPA-Consultant Contract
Lump Sum Good method to use when the scope of
work is well-defined and when there is confidence in level of effort required.
Not acceptable for construction inspection.
LPA-Consultant Contract
EXAMPLE #1:
See handout: “Lump Sum: Appendix D”
LPA-Consultant Contract
Negotiated Labor Rate Acceptable method to use when the
scope is not well-defined, or when the consultant is not in control of the level of effort.
Typically used for construction inspection.
LPA-Consultant Contract
EXAMPLE #2:
See handout: “Negotiated Labor Rate: Appendix D”
LPA-Consultant Contract
Cost Plus Fixed Fee Acceptable method to use when the
scope is well-defined but there is a lower degree of confidence in the level of effort required.
Consultants must have full CPA Audit or Cognizant Audit prequalification financial approval to use this method.
LPA-Consultant Contract
EXAMPLE #3:
See handout: “Cost + Fixed Fee: Appendix D”
LPA-Consultant Contract
Unit Price Good method for use with repetitive
well-defined units of work. Typically used for geotechnical and
right-of-way (ROW) services. INDOT approved unit price rates for
ROW services are available on the INDOT website.
LPA-Consultant Contract
EXAMPLE #4:
See handout:“Unit Price”
LPA-Consultant Contract
Advice about use of multiple methods Lump sum and hourly compensation
elements should not be mixed in a contract unless the methods would be applied during different defined time periods or when there is no overlap in the staff who will be performing the work elements.
LPA-Consultant Contract
Consultant Contract Review Checklist Go to: http://www.in.gov/indot/index.htm Click: Doing Business with INDOT Click: LPA & Grants Administration Click: LPA Consultant Selection Under: Forms Select: Consultant Contract Review
Checklist
LPA-Consultant Contract
EXAMPLE #5:
See handout:“LPA-Consultant Contract Review Checklist”
LPA-Consultant Contract
EXAMPLE #6:
See handout: “Consultant Prequalification Letter”
LPA-Consultant Contract
EXAMPLE #7:
See handout:“Consultant Contracts Profit Calculation Worksheet”
LPA-Consultant Contract
Escalation values for INDOT consultant contracts: Go to:
http://www.in.gov/indot/index.htm Click on: Doing Business with INDOT Highlight: Consultants/Pre-construction Click on: Proposals & Contracts Under: Contract Compensation
Information Select: Employment Cost Index (ECI)
Rates
LPA-Consultant Contract
EXAMPLE #8:
See handout:“Escalation Values for INDOT Consultant Contracts”
LPA-Consultant Contract
Real estate fee schedules: Go to:
http://www.in.gov/indot/index.htm Click on: Doing Business with INDOT Highlight: Consultants/Pre-construction Click on: Proposals & Contracts Under Contract Compensation
Information Select: Current Real Estate Fee
Schedules
LPA-Consultant Contract
EXAMPLE #9:
See handout:“Increase in State Mileage Reimbursement Rate”
LPA-Consultant Contract
EXAMPLE #10:
See handout:“Match App. D”
Common Errors
Common ErrorsEXAMPLE #11:
See handout:“Appendix A”
Common ErrorsEXAMPLE #12:
See handout:“Appendix B”
Common ErrorsEXAMPLE #13:
See handout:“Appendix C”
Common ErrorsEXAMPLE #14:
See handout:“Appendix D”
How does the state negotiate consultant contracts?
If I don’t know anything about negotiating, who can I talk to?
If I include a work type on an RFP that ends up not being used, is that a problem? What if I don’t include one I end up needing?
What are some things I should be aware of in a consultant contract?
LPA-Consultant Contract FAQs
Federal-Aid Program Contracts KEY TAKEAWAYS:
INDOT-LPA Contract MEETING YOUR SCHEDULE IS IMPORTANT! Attachments A-D- specific to your project
LPA-Consultant Contract Different types of contracts Following the RFP process is important-
audits WILL happen after your project You have the right to negotiate Confused? Ask for help.
Local Quarterly Report (LQR)
Local Quarterly Report
https://itap.indot.in.gov
Local Quarterly Report
Local Quarterly Report
Local Quarterly Report
Local Quarterly Report
Local Quarterly Report
Local Quarterly Report
Local Quarterly Report
Local Quarterly Report
Local Quarterly Report
LQR Main Page
Tab Identification
General Questions
Comment Box
Project Cost and Budget Tab
Project Schedule Tab
Permits Tab
Tab for Post Bid Letting
Comments Tab
Document Upload Tab
Signing & Submitting Report
Review
Review
LQR KEY TAKEAWAYS:
1. LQR is a tool for everyone involved2. The report is only as good as the info
you put into it! (Garbage in, garbage out)
3. Technical support?