Professional Services Collaborative Forum Webinar October 13, 2016 Greg Diehl welcomes everyone to the forum. Agenda with the following content will be on a board or easel: Welcome - Greg Diehl, CDOT Civil Rights Program Director (5 minutes) Introduction to the Forum - Megan Coontz McAllister, CDOT Civil Rights Specialist (15 minutes) Changes to Consultant Contracts – Katherine Williams, CDOT Small Business Programs & Title VI Supervisor (1 hour 20 min.) Upcoming Events – Cathy Kramer, Connect2DOT Program Manager (5 min.) Recommended Agenda Items & Announcements – Megan Coontz McAllister, CDOT Civil Rights Specialist (10 min.) Adjourn – Greg Diehl, CDOT Civil Rights Program Director (5 minutes) Professional Services Collaborative Forum Webinar October 13, 2016

Welcome & Introductions Greg D.

The Professional Services Collaborative Forum is a forum dedicated to small business issues for professional services firms. The forum works to find solutions to issues affecting DBE and ESB utilization and success and serves as a voice for the DBE and ESB community. Greg D.

Upcoming Opportunities Megan

Regional Contacts CDOT Key Contacts List General Structure Regions & Directors CDOT Contact List CDOT Environmental Programs Materials and Geotechnical Branch Survey/ROW Regional Civil Rights Managers Megan

Tips for identifying CDOT Opportunities (aka Building Relationships) Get to know key personnel at the large design/design-build firms Find out who they are on the prequalified prime consultant directory Contact the DBE/SBE liaison Attend outreach events Conduct direct marketing and/or email campaign Research award information (particularly NPS contracts) Get to know CDOT Region Project Engineers Attend TETP training course Attend CDOT and CCA regional project briefings Attend project kick-off meetings Make contact and request a meeting Research projects in the environmental stage Attend monthly Coffee@CDOT meetings (EPB and ACEC) Regularly review current advertisements Check CDOT Advertised Projects section of the website or SuSS Partner with other small firms that are currently doing CDOT work Search DBE directory, ESB directory, RTD SBE directory, Denver SBE directory Get connected to industry news and events Sign up for Connect2DOT newsletter Cathy

Results of Survey Average of 10 responses CDOT Professional Services Forum has: Rating (1-10): Increased CDOT Transparency 8.7 Increased CDOT Dialogue 8.85 Improved Outreach/Access 7.28 Increased Understanding of Procedures/Process 9 Forums Provide Solutions for Priority Issues 7.16 Increased Selection Transparency: 7.6 Increased Access to Technical Staff: 5.66 Progress Toward Level Playing Field: 8.16 Likelihood of Success: 6.4 Megan

Forum Update In 3 Meetings We Have: Changed the point structure for incentive points incentivizing new relationships and smaller firms Changed compliance process for small business requirements Added civil rights observation on selection panel Working towards better forecast of upcoming projects Megan

Client and Partner Development, NOW Corp. Dave Clauson Client and Partner Development, NOW Corp.

Master Pricing Agreement Subs vs. Vendors General Overview of the Process Resources Kyle & Maggie

Vendors vs. Consultants CDOT classifies firms providing professional services as “consultants” (or “subconsultants”) and all other service providers as “vendors.” For CDOT contracting purposes, professional services are only those services governed by the Brooks Act - Engineering, Architecture, Landscape Architecture and Industrial Hygiene. Program management, construction management, feasibility studies, preliminary engineering, design engineering, surveying, mapping, or other related services (including professional engineering related services, or incidental services that may be performed by a professional engineer or individuals working under their direction) are considered Professional Services. Firms providing these services will be considered consultants or subconsultants. Firms providing other types of services do not fall under this definition of professional services and should be classified as vendors on professional service contracts. If you are uncertain whether you or a party you are contracting with should be classified as a (sub)consultant or a vendor, please contact Maggie Molinas in the Engineering Contracts Unit at (303) 757-9398 or at marguerite.molinas@state.co.us for clarification. Kyle & Maggie

Consultants and Subconsultants - Consultants and subconsultants are subject to a rigorous audit process and must be prequalified and have a Master Pricing Agreement (MPA) in order to perform work on professional service contracts. - Consultants and subconsultants must submit Project Cost Worksheets (PCWs) on Contracts and Task Orders. PCWs must use the rates established in the firm’s most recent MPA. - Consultants and subconsultants are entitled to fee, which is negotiated with the Prime prior to Contract award. Subconsultants’ fee should be the same as the Prime. Subconsultants must submit PCWs in the same format as the Prime – “Cost Plus Fixed Fee” (CPFF) or “Specific Rate of Pay” (SROP), depending on the contract and type of project. - Estimated total costs must be shown on the Prime’s PCW. Subconsultant totals should be shown on the Prime’s PCW in Section 3A Outside Services Rates (Subconsultants). Kyle & Maggie

Vendors - Vendors on professional service contracts do not need to be prequalified or have an MPA. Rates for vendors should be "fair and reasonable" but are not subject to the same audit process as professional service consultants and subconsultants. - Vendors are not required to provide Project Cost Worksheets (PCWs) or any other estimate documents to CDOT as part of the contract documents. - Vendors are not entitled to the consultant fee. Bids/cost estimates, if provided, generally should use either lump sum or fully-loaded rates. - Vendors’ total costs must be shown on the Prime’s PCWs, and should be listed under Section 3B "Outside Services Rates (Vendors)." Kyle & Maggie

MPA Consultant Brochure for Financial Qualification https://www.codot.gov/business/consultants/forms/financial-qualification-brochure-mpa/consultant-brochure-for-fincancial-prequalification/view ALL consultants and subconsultants must have an MPA In place before receiving a fully executed contract (no exclusion from proposing on work). To start the MPA process consultant must submit a financial qualification package to Audit. Firms with direct revenue from CDOT of 500k or less have options for less cumbersome audit submittals. Kyle & Maggie

Kyle & Maggie Discussion

Upcoming Events Oct. 20: COMTO Prime Contractor Roundup Meeting Oct. 19-20: SiteManager Materials & LIMS Training Oct. 25: CDOT Region 5 Upcoming Project Opportunities Event (1 of 4 CCA Western Slope Member Briefings) Oct. 28: SMPS Diversity Contracting Meeting Nov. 1: 2016 Transportation Summit Nov. 2: Pikes Peak Veteran’s Conference Nov. 3: Northern CO Women’s Business Conference Nov. 8: ESB Orientation Webinar Cathy

Connect2DOT.org/stay-connected/cdotcf Comments & Questions: Megan.McAllister@state.co.us Connect2DOT.org/stay-connected/cdotcf Megan To submit comments, questions, or suggested agenda items