DOT CONSULTANT DOT CONSULTANT CONTRACT CONTRACT

MANAGEMENTMANAGEMENT

Professional Services Professional Services ContractsContracts

►Consultants’ Competitive Negotiations Consultants’ Competitive Negotiations Act (CCNA) – Chapter 287.055, F.S.Act (CCNA) – Chapter 287.055, F.S.

►Qualifications based selection of A&Es, Qualifications based selection of A&Es, S&Ms, othersS&Ms, others

►Requires consideration of past Requires consideration of past performance and volume of work performance and volume of work previously awardedpreviously awarded

►Negotiate fair, competitive, reasonable Negotiate fair, competitive, reasonable compensation based on detailed cost compensation based on detailed cost analysisanalysis

Support SystemsSupport Systems

►Professional Services Information Professional Services Information System (PSI) supports qualifications System (PSI) supports qualifications based selectionbased selection

►Automated Fee Proposal System (AFP) Automated Fee Proposal System (AFP) supports negotiations supports negotiations

►Consultant Invoice Transmittal System Consultant Invoice Transmittal System (CITS) supports contract management(CITS) supports contract management

PSIPSI

►Consultant data base of qualification Consultant data base of qualification information – 700+ firms information – 700+ firms

►Project development schedule for Project development schedule for annual program of 500+ contracts = annual program of 500+ contracts = $700million+$700million+

►Consultant contract history since 1984Consultant contract history since 1984►Performance history – all consultant Performance history – all consultant

contracts receive gradescontracts receive grades

Performance EvaluationPerformance Evaluation

► Each consultant contract must have a final Each consultant contract must have a final grade to be used in future selectionsgrade to be used in future selections

► Each major type of work receives a separate Each major type of work receives a separate quality gradequality grade

► Interim grades required at 12 month Interim grades required at 12 month intervalsintervals

►Grades entered in PSI by DOT Project Grades entered in PSI by DOT Project ManagerManager

GradesGrades

►Each contract receives:Each contract receives: Schedule Grade Schedule Grade Management Grade Management Grade Quality grade for each major work type Quality grade for each major work type Quality grade assigned to sub & primeQuality grade assigned to sub & prime Constructability grade required on all Constructability grade required on all

contracts producing planscontracts producing plans

ABC Engineering, Architecture, Surveying, Inc.

AFPAFP

►Automated spreadsheetAutomated spreadsheet►Standardizes cost proposalsStandardizes cost proposals►Streamlines negotiations processStreamlines negotiations process►Eliminates calculation errorsEliminates calculation errors►Data uploaded into CITS eliminating Data uploaded into CITS eliminating

significant data entry timesignificant data entry time

CITSCITS

► Web enabled system Web enabled system ► Contract payment terms and rates locked inContract payment terms and rates locked in► Electronic generation and submittal of Electronic generation and submittal of

invoices by consultants over the Internetinvoices by consultants over the Internet► Eliminates calculation errors and expedites Eliminates calculation errors and expedites

review and approval of invoicesreview and approval of invoices► Interface with FLAIR for encumbrance and Interface with FLAIR for encumbrance and

payment through middleware programspayment through middleware programs► DFS participation and acceptance, “Load and DFS participation and acceptance, “Load and

Post”Post”

CITS Process FlowCITS Process FlowStep 1. Professional

Services uploads Contract Information from AFP

Step 2. Financial Services reviews and locks down Contract Information.

Step 3. Consultant invoices on internet.

Step 4. Project Manager reviews and approves the Invoice.

Step 5. Financial Services reviews and approves the Invoice.

Step 6.Banking and Finance pays the Consultant.

METHODS OF COMPENSATIONMETHODS OF COMPENSATION

►CITS accommodates a variety of CITS accommodates a variety of payment options and cost elementspayment options and cost elements

►Different invoice schedules associated Different invoice schedules associated with different payment options with different payment options

►Allows for FARS methods and othersAllows for FARS methods and others►Allows multiple and discrete Allows multiple and discrete

amendments and task assignmentsamendments and task assignments►Maintains encumbered amounts in Maintains encumbered amounts in

synch with FLAIRsynch with FLAIR

CITS STATISTICSCITS STATISTICS12/31/0412/31/04

Contracts in CITSContracts in CITS 1,2811,281

Number invoices Number invoices submittedsubmitted

34,12334,123

Total invoiced amountTotal invoiced amount $1,240,288,105$1,240,288,105

Number invoices paidNumber invoices paid 33,02933,029

Total paid amountTotal paid amount $1,213,788,544$1,213,788,544

New Negotiations data In AFP uploaded to CITS and data base

Contract Management& payment in CITS

Consultant PerformanceEvaluation in PSI

Annual Consultant Qualification Data

Historical contract data & current selection information in PSI