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• MDOT Contact Information• MDOT Consultant Advisories• What is Prequalification?
• General Prequalification Information
• Financial Prequalification• Classification Specific
Prequalification• Prequalification Determinations• The Appeal Process• Annual Renewals• Random Audit Process• Compiled FPQ Walkthrough• Questions/Answers
All General Inquiries: MDOT‐[email protected]
Vendor Consultant Services Webpage:http://www.mi.gov/mdot/0,4616,7‐151‐9625_21540‐‐‐,00.html
Contract Services Division
Consultant Prequalification Coordinator:Mike MeddaughPhone: 517‐335‐5905Email: [email protected]
Consultant Prequalification Technician:Tammy ArnoldPhone: 517‐373‐6402Email: [email protected]
Office of Commission Audits
Internal Audit Manager: Corrie JamesonPhone: 517‐373‐1500
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A process for qualifying consultants to perform services for the department prior to advertisement of work.
1. Service Prequalification Application Form 1242 2. Consultant Prequalification Annual Renewal Certification
document – Not applicable to first time applicants3. Proof of 2/3rds Michigan Licensed Principles (required
only for those consultants seeking prequalification in engineering, architecture, and surveying related classifications)
4. Organization chart identifying all company principals
5. A legible copy of your company’s Articles of Incorporation, Articles of Organization, Certificate of Assumed Name, Certificate of Authority
6. The Request for Taxpayer Identification Number and Certification Form (W‐9)
7. The Vendor Availability Questionnaire Form 0168
8. Insurance Information:Required Limits Additional Requirements
Commercial General Liability Insurance
Minimal Limits:$1,000,000 Each Occurrence Limit$1,000,000 Personal & Advertising Injury Limit $2,000,000 General Aggregate Limit $2,000,000 Products/Completed Operations
Consultant must have their policy endorsed to add “theState of Michigan, its departments, divisions, agencies,offices, commissions, officers, employees, and agents” asadditional insureds
Automobile Liability Insurance
Minimal Limits:$1,000,000 Per Occurrence
Workers' Compensation Insurance
Minimal Limits:Coverage according to applicable laws governing work activities.
Waiver of subrogation, except where waiver is prohibitedby law.
Employers Liability Insurance
Minimal Limits:$500,000 Each Accident$500,000 Each Employee by Disease$500,000 Aggregate Disease.
Professional Liability (Errors and Omissions) Insurance
Minimal Limits:$1,000,000 Each Occurrence
Consultants must comply with one of the following three overhead rate tiers:
1. Safe harbor Overhead Rate2. Indirect Cost Rate Compilation3. CPA Audited Indirect Cost Rate
Safe harbor Overhead Rate – 110% Overhead rate for those consultants that meet the eligibility requirements.
• Submit Financial Prequalification Questionnaire for users of the Safe Harbor Rate
• Submit no later than 4 months after fiscal year end• Annual requirement
What is the Safe Harbor Overhead Cost Rate?
• Federal Highway Administrative established a national safe harbor overhead cost rate of 110%.
• Approved for use by eligible consultants on a test basis for ten State DOTs including Michigan.
• Effective for new contracts from July 1, 2013 through July 31, 2017.
• Expectation that Consultants establish a cost history for eventual development of an overhead rate in accordance with the FAR.
Who is Eligible to Utilize the Safe Harbor Overhead Cost Rate?
• Firms that do not have an overhead rate previously accepted by a cognizant agency or state DOT.
OR• Firms that do not have a relevant contract cost history to use as a base for development of an overhead rate.
OR• Firms that lack previous experience with Federally‐funded contracts for which an overhead cost rate would have been developed.
What Do Firms Need to Qualify for the Safe Harbor Overhead Cost Rate?
Firms using the Safe Harbor Overhead Rate must have a Project/Cost Accounting System adequate to Perform the following:
• Segregate Indirect Costs and Direct Costs• Segregate Allowable and Unallowable Costs• A Job Cost System which is General Ledger Driven• A Project Cost Estimation System that agrees with the Job Cost System
Firms using the Safe Harbor Overhead Rate must have reasonable fixed hourly labor rates established, as set forth in the FAR.
Overhead Rate Compilation
• For Consultants with Net MDOT revenue less than $500,000 from the consultants previous fiscal year
• Submit Financial Prequalification Questionnaire For Compiled Indirect Cost Rates
• Submit no later than 4 months after fiscal year end• Supplied on an annual basis
Net MDOT Revenue – DefinitionNet MDOT Revenue is defined as all monies paid directly or indirectly to a consultant by MDOT, for the consultant’s fiscal year, for any work performed for MDOT as both a prime consultant and as a subconsultant, minus any monies paid by the consultant to its subconsultant(s) for MDOT work performed during the consultant’s fiscal year.
CPA FAR Compliant Overhead Rate Audit –
• For consultants with Net MDOT revenue greater than $500,000 from the consultants previous fiscal year
• Submit Financial Prequalification Questionnaire For Audited Indirect Costs Rates
• Submit no later than 6 months after fiscal year end• Supplied on an annual basis
Cognizant Review Letter – Those consultants submitting a Cognizant Review Letter must:
• Submit FPQ for Audited Indirect Costs Rates• Submit no later than 6 months after fiscal year end• Supplied on an annual basis
Classification Organization:
• Construction Services• Design Services• Planning & Environmental Services• Surveying Services
Automatic Prequalification Classifications
• Classifications administratively approved without application
• Designated with an asterisk (*) on following slides
Construction Services
Construction EngineeringAssistance *
Bridges & Ancillary StructuresRoadway
Local Agency *
Construction Inspection Bridge Painting
Bridges & Ancillary Structures *HMA PavementRoadway *
Traffic and Safety
Construction ServicesOffice Technician *
Construction Testing AggregatesConcreteDensityHMA
HMA Assistance *
Design Services
Bridge Design
Bridges *Bridges – Complex
Load RatingMovable Span
RailroadSafety Inspection
Safety Inspection – UnderwaterScoping
Traffic DesignCapacity & Geometric AnalysisITS Design & System Manager
Pavement MarkingsSafety Studies
SignalsSignal Operations *
Signal Operations – ComplexSigning – Freeway
Signing – Non‐FreewayWork Zone Maintenance of TrafficWork Zone Mobility & Safety (TMP)
Design Services ‐ Continued
Roadway DesignRoadway *
Roadway – Intermediate *Roadway – Complex
Geotechnical DesignGeotechnical
Geotechnical Advanced
Utility DesignMunicipal
Pump Stations *Roadway LightingSubsurface Utility
Engineering
Hydraulic Design Hydraulics I *Hydraulics II
Roadside DevelopmentLandscape Architecture
Wetlands
Project DevelopmentProject Development
StudiesValue Engineering
Facilitator
Environmental Services
EnvironmentalArchaeology – Historic
Archaeology – PrehistoricBotanical (T&E SA)Contamination (PSI)
Historic Assessment (R/ILS)Noise Assessment
Wetland Assessment
Surveying Services
SurveyingConstruction Staking
Geodetic Control and LevelingHydraulicsRight of WayRoad DesignStructure
Entry Level Services
Entry Level DesignRoadwaySignals
Signal OperationsSigning – Non‐Freeway
Note: New Applications for the Entry Level classifications are not currently being accepted. MDOT will notify consultants via Consultant Advisory when new submittals will be accepted.
Review Forms
• QA/QC• Registrations / Equipment /
Resources• Staff Education & Experience• Other Requirements
QA / QC Measures
Quality Assurance and Control
• Definition of Quality Assurance (QA), Quality Control (QC) and Quality Control Plan (QCP)
• Mission Statement• Organizational Chart of QA and QC representatives• Checklists/Sign off sheets for QA/QC documentation• Documented format for checking plans, prints, and
calculations, etc.• Error prevention and detection process• Documented format for verifying Sub‐Consultant QCP’s
and project performance.• Process for Continuous QA/QC improvement
Equipment / Resources
Equipment / Resources
• Requirements are classification specific• Software must be MDOT’s current version• Consultant must be in possession of hardware/software and
know how to use the equipment
Note: Equipment must be procured prior to submitting an application for prequalification. Some classifications allow for a rental agreement.
Certifications
• All certifications must be received before applying • All certifications must be current• All required certifications must be supplied with application
Staff Education & Experience
• Certification Verification
ff Education & perience
Roles and Requirements
Primary & Supplemental Staff Resumes
• Supplemental Resumes are not required• Supplemental staff are supplied to ensure prequalification is
continuous if there is a loss of key staff.• Supplemental were established as a “plus one” for each role.• Both Primary & Supplemental resumes are held to the same
standards and certification requirements.
Staff Education & Experience
• Requirements are classification specific• Résumés should detail specific experience as it relates to
the specific prequalification classification.• Only key staff support staff should be submitted.
Staff Education & Experience
Project Description Example: Design – Bridges classification
Not recommended:M‐100 over Grand River: Work included bridge study, retaining walls, field surveying, preliminary and final right‐of‐way plans, subsurface investigating, foundation recommendations, roadway design, and signing.
Recommended:M‐100 over Grand River: Project Manager responsibilities included final design and contract documents for two precast segmental post tensioned curved box girder bridges with typical 200‐foot span lengths that were erected using the balanced cantilever method.
Other Requirements
• Requirements are classification specific• Requested work examples should be completed by the
proposed Key Staff and do not need to have been completed while working for the applying firm.
Tier I
• A Written Tier I Appeal request must be submitted within fourteen (14) calendar days from the date of the determination letter.
• All appeal request letters must be sent electronically to: MDOT‐[email protected]
• The Tier I Appeal panel may be comprised of the Consultant Contracts Manager, a Technical Reviewer, and a representative of the Prequalification Unit. Additional MDOT staff may be present.
The Appeal Process
Tier II
• A written Tier II Appeal request must be submitted within fourteen (14) calendar days of the Tier I determination letter.
• The Tier II Appeal panel will comprise 3 Division Administrators. Additional MDOT staff may be present.
Tier III
• A Written Tier III Appeal request must be submitted within fourteen (14) calendar days of the Tier II determination letter.
• The Tier III Appeal panel will be comprised of Executive staff. Additional MDOT staff may be present.
The Appeal Process ‐ Continued
Annual Renewal Information
• Financial Information• Safe Harbor, Compiled, Audited
• General information• 1242, Insurance, Org chart, Licenses,
Articles of Inc., W9, Form 0168, and Annual Renewal Certification
Annual Renewal Dates
Compiled / Safe Harbor RatesFiscal Year End Due Date
January May 31February June 30March July 31April August 31May September 30June October 31July November 30
August December 31September January 31October February 28/29November March 31
December April 30
CPA FAR Audited RatesFiscal Year End Due Date
January July 31February August 31March September 30April October 31May November 30June December 31July January 31
August February 28/29September March 31October April 30November May 31
December June 30
Consultant Prequalification Annual Renewal Certification
Consultant Prequalification Annual Renewal Certification
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Consultant Prequalification Annual Renewal Certification
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• 2.5 % Draw biannual (5% cumulatively)• Population consists of the total number of prequalification categories held
by Consultants• Determine sample ‐ 2.5% of total population• Use random number generator to select companies and classifications• Requests include, but are not limited to, a full submittal of classification
specific information including resumes, certifications, etc.• If an automatic prequalification classification is selected, CSD will
automatically request documentation for the more advanced classification.• Vendors are given 30 calendar days to submit documents to MDOT
