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
Tiers
Current Limits
New 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
III
Over $250,000
Over $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
Under $25k Selections
72
Tier I Selections (25k-100k)
22
Tier II Selections (100k-250k)
Tier III Selections (Over 250k)
Breakdown on
Number of
Selections
Total Dollar
Amount per Tier
% of Total
Dollar
Amount
$1,072,192.98
$1,072,192.98
0.83
$1,766,910.00
1.37
$10,767,773.40
8.32
$115,745,954.40
89.48
6 (25k-50k) =
16 (50k-100k) =
$210,395.00
$1,556,515.00
30 (100k-150k) =
32 (150k-250k) =
$3,816,774.15
$6,950,999.25
62
105
46 (250k-500k) =
37 (500k-1mil) =
22 (over 1mil) =
Total
Breakdown of
Dollar amount
261
$15,934,874.11
$27,196,495.79
$72,614,584.50
$129,352,830.78
$129,352,830.78
FY 2012 Selection Statistics
If New Tiers were in place last year:
Under 50k
Number of
Selections
78
Total Dollar
% of Total Dollar
Amount per Tier
Amount
$1,282,587.98
0.99
Tier I (50k-150k) =
46
$5,373,289.15
4.15
Tier II (150k-1,000,000) =
115
$50,082,369.15
38.72
Tier III (over 1,000,000)
=
22
$72,614,584.50
56.14
Total
261
$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)
Proposed
Current




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 teams (assembled by
Project Manager) shortlist
proposals to three to five
vendors
If project estimated is greater
than $1 million dollars, one
CSRT member is included on
selection team

Selection team submit all score
sheets – (comments only for
short listed vendors) to CSD and
provide cut-off score

Selections team meets and
scores submittals


CSD reviews score sheets

CSD sends scoring
documentation to CSRT for final
approval
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

Selection team assembled by
Project Manager

Debriefing Process
Current
 For Tier II and Tier III
projects, feedback
provided at the discretion
of the Project Manager via
phone, e-mail, or in
person
Proposed
 Tier II – Feedback
provided by Project
Manager via phone, email 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 email)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 timeframe 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
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