Project Manager Training

Agenda Revised Consultant Selection Process Invoicing Overtime, Travel and Vehicle Reimbursement Policies Performance Evaluations Efficient Contracting Process Negotiations – Best Practices

Revised Consultant Selection Process

Basis for Changes To ensure a fair, competitive Qualification Based Selection Process for Consultants Improve the overall objectivity of the process Strengthen transparency and accountability

I.New Selection Tiers TiersCurrent LimitsNew Limits Under $25,000$0 - $25,000$0 - $50,000 I$25,000 - $100,000$50,000 - $150,000 II$100,000 - $250,000$150,000 - $1,000,000 IIIOver $250,000Over $1,000,000

FY 2012 Selection Statistics Selection Breakdown based on Current Process by Tier and Dollar Amount for FY 2012 Tiers Number of Selections Breakdown on Number of Selections Breakdown of Dollar amount Total Dollar Amount per Tier % of Total Dollar Amount Under $25k Selections72$1,072, Tier I Selections (25k-100k)22$1,766, (25k-50k) =$210, (50k-100k) =$1,556, Tier II Selections (100k-250k)62$10,767, (100k-150k) =$3,816, (150k-250k) =$6,950, Tier III Selections (Over 250k)105$115,745, (250k-500k) =$15,934, (500k-1mil) =$27,196, (over 1mil) =$72,614, Total261 $129,352,830.78

FY 2012 Selection Statistics If New Tiers were inplace last year: Number of Selections Total Dollar Amount per Tier % of Total Dollar Amount Under 50k78$1,282, Tier I (50k-150k) =46$5,373, Tier II (150k-1,000,000) =115$50,082, Tier III (over 1,000,000) =22$72,614, Total261$129,352,830.78

II.New Dollar Amount Change $0 - $50,000 *No changes to the Selection Process*  Continue to require contacting a minimum of three prequalified consultants to select the most qualified consultant using evaluation criteria appropriate for service.  If low bid, lowest bidder will be selected.  Review and approval of the recommended consultant will be performed by the Chair of the Central Selections Review Team (CSRT)

III.New Dollar Amount Change Tier I ($50,000 - $150,000) *No changes to the Selection Process*  Selections Team will continue to submit a short listing of the highest, qualified consultants, with justification for the recommendation.  The list must have a minimum of three consultants, unless fewer than three respond.  CSRT will select the consultant to perform the work based on:  Year-to-date workload  Past Performance  Provisional Ratings  Market Entry

IV.Selection Process Changes Tier II ($150,000 - $1 Million) Current Proposed  Selection team assembled by Project Manager  Selections team meets and scores submittals  CSD reviews score sheets  CSD sends scoring documentation to CSRT for final approval  Selection team assembled by Project Manager  A pool of MDOT staff will be chosen to alternately participate in selection teams as CSRT Delegates  Projects requiring a CSRT delegate will be randomly selected and will represent 25% of advertised (posted) projects  CSD reviews score sheets  CSD sends scoring documentation to Region Engineer/Bureau Director/Office Administrator for final approval  CSRT will no longer approve Tier II selections

V.Selection Process Changes Tier III (Over $1 Million) Current Proposed  Selection team assembled by Project Manager  If project estimated is greater than $1 million dollars, one CSRT member is included on selection team  Selections team meets and scores submittals  CSD reviews score sheets  CSD sends scoring documentation to CSRT for final approval  Selection teams (assembled by Project Manager) shortlist proposals to three to five vendors  Selection team submit all score sheets – (comments only for short listed vendors) to CSD and provide cut-off score  CSD submits the shortlisted proposals and score sheets to two CSRT members to review proposals, edit comments accordingly, provide scores and make the recommendation  Score sheets submitted to CSRT for final approval

Debriefing Process Current  For Tier II and Tier III projects, feedback provided at the discretion of the Project Manager via phone, , or in person Proposed  Tier II – Feedback provided by Project Manager via phone, e- mail or in person, at the discretion of the Project Manager  Tier III - Project Manager will provide feedback to vendors not shortlisted  Tier III – Feedback provided by one of the CSRT members via phone or in person, for the short listed vendor

Things to Remember!!! Tier I No change in selection process Change in dollar amount Tier II CSRT Delegate will be assigned to 25% of projects advertised (posted) CSD will notify (via )Project Manager of the selected CSRT Delegate, typically on Mondays Project Manager is responsible for including the CSRT Delegate in selection meetings All completed forms (5100C and 5100E) still come to CSD Region Engineer/Bureau Director/Administrator (OPT) will be approving selections

Things to Remember!!! Tier III Teams score proposals Selection teams shortlist proposals to three to five vendors and clearly denotes the cut-off score Selection team submits all score sheets to CSD, including those vendors that are not shortlisted CSD submits the shortlisted proposals and score sheets to two CSRT members to review and score proposals. PM may be asked to attend CSRT selection meeting. Score sheets submitted to CSRT for final approval Results will be posted to website after selection process has been completed

Invoicing

Invoicing Workgroup Workgroup, Comprised of MDOT and ACEC Representatives began Meeting in April, 2012 Team Developed with the purpose of Re-engineering and Developing Improvements to the New Invoicing Process To Develop a Process to Ensure Consistency and reduce Unnecessary Paperwork

Invoicing Workgroup Team Goals Standardize Invoicing  To Include:  Revised Payment Voucher Summary Form  Revised Job Number Summary Form  Newly Developed Other Direct Cost Summary Page  Revised Invoice Defined Review/Processing Timeframes Accuracy and consistency of Invoice Content Joint Training

Standardize Invoice Forms (Please refer to Handouts)

Invoice Review Project Managers have a 10 day turn-around time- frame to return invoices Invoice Timeline (Green sheet) Reports for Management PM is responsible for verification of charges For as-needed contracts, MFOS sheets must be included with the invoices when returned to CSD, showing the remaining balance per job number

Overtime, Travel and Mileage Reimbursement Policies (Please refer to handouts)

Performance Evaluations

Final Performance Evaluations must be completed at the conclusion of a project Evaluations must be attached to the final invoice Interim Evaluations must be completed when there is a significant performance issue For all projects that extend one year, an interim evaluation must be completed by December of each year Post Final Evaluations are to be completed if there were issues during construction that was a result of the design

Efficient Contracting Process

Factors that Ensure an Efficient Contracting Process Use the most current forms posted on CSD Website Timely response to CA and OCA questions Advanced planning: (include key stakeholders) Adhere to deadlines for Agendas and approvals Priced proposals meet guideline rules Avoid Retroactive services

Negotiations Best Practices (Open discussions)

QUESTIONS