Questions Answers from Consultant Contract Services (CCS) Presentations on November 16 and 17, 2017 to the Consultant Community Regarding Consultant Procurement and Contracting
1)Will CCS check workload values given on a 24-102? DOTD will not double-check or adjust workload values on every 24-102 as a routine part of the selection process; we may, however, check such values either randomly as a means of ensuring information quality or on a case-by-case basis based on facts specific to a selection or submittal.
2)How does CCS propose to handle the difference in Code of Federal Regulations (CFR) versus the Louisiana Revised Statutes (LRS) regarding location since they seem to be conflicting? The changes to the processes for consultant contracts are being introduced so that DOTD can maintain full compliance with Federal and State laws. To the extent of any conflict, Federal law will take precedence. State law sets forth general criteria and weightings to be used in certain types of selections, but explicitly allows for the possibility of variations.
3)Does the CFR speak to Firm Size or Workload? No.
4)Is the Firm Size the only score in the rating system where the subs receive the prime’s score? Yes.
5)Is the Annual Personnel List (APL, which informs firm size) based on transportation-related personnel only? Yes.
6)How will CCS keep firms from gaming firm size? For instance, a small firm can submit as a prime with larger firms as subs if the project magnitude is small. The firm size score will be based on the APL of the prime as the firm has declared for that calendar year. DOTDwill not dictate how firms can submit, except in the sense of maintaining its existing policy of requiring the prime consultant to perform at least a specified percentage of work, as appropriate for each Project.
7)Will Consultant Previous Performance Rating (CPPR) work categories change? Not as part of these changes. DOTD reviews its PPR work categories on an ongoing basis, making changes as appropriate to ensure the usefulness of PPRs in the consultant evaluation process, and will continue to do so.
8)Will the forms and information be available next week? Yes, we will post the presentation and revised Form 24-102 online, email them to DOTD’s consultant mailing list, and provide copies to ACEC for distribution.
9)How will advertisements be handled between now and January 1, 2018? Anything advertised before January 1, 2018 will use the current forms and procedures. Anything advertised on or after January 1, 2018 will use the new forms and procedures. Each advertisement states the form to be used for the submittal.
10)When are home and field rates due? Indirect cost rates are to be submitted annually, as provided in DOTD’s consultant contracts. In the event that a consultant does not have home or field indirect cost rates on file with DOTD, to the extent that such rates are necessary for a contract for which that consultant is selected, provisional rates will be used until such time as the consultant has submitted and DOTD Audit has approved the needed type of indirect cost rate. After actual rates are submitted and approved, contract compensation will be adjusted correct to the approved rates, and the consultant will be required to include the appropriate adjustment credit or debit in its next invoice to DOTD.
11)How long will the pilot program run and how often will you review the results? The pilot program will run for one year. We anticipate reviewing the changes at the end of the year and determining whetherthe program will be permanently instituted. We will be tracking certain aspects of the program during the year and may decide to make adjustments during the year as necessary.
12)Will CE&I projects have a location rating? The CFR says that justification for the use of location must be made on a project specific basis. Therefore, the use of location will depend upon the project.
13)Should the APL include out-of-state or contract or part-time employees? The APL should include any and all transportation-related personnel who are employed by the firm and who the firm would like to have included for the time during which the APL is valid.
14)Can I add people to my 24-102 proposal that are not on my APL? Yes, but it will not affect your firm size designation.
15)Will the firm size score be based on the percentage of the contract work being performed by the prime? No. This score will be based on the prime consultant’s firm size as compared to the magnitude of the project as a whole.
16)When will the Project Magnitudes and Total Contract $ of the projected advertisements for 2018 be announced? The Project Magnitudes and the Total Contract $ will be given in each advertisement. This information will not be included in the projected advertisement list.
17)Does the APL replace the Annual Payroll Rates document? No.
18)How will Project Magnitude be based for IDIQ contracts? By the entire contract or by Task Order? The Project Manager will determinethis based on the anticipated characteristics of the work typically to be performedunder the contract.The Project Magnitude will be shown in the advertisement for the IDIQ contract.
19)Do the rules of contact change? If I am selected for a project and am currently in negotiations with a Project Manager for the contract, do I have to discontinue this contact if I bid on another project managed by this Project Manager? The rules of contact prohibit contact with DOTD personnel regarding a particular project during the advertisement period which begins when a project is first advertised until the project is selected. Firms may still communicate with DOTD personnel regarding other, non-related, business during this period.
20)May we comment on this information? Yes. You may submit your comments to Rhonda Braud and Mark Chenevert. However, please note that there is no formal period forcomment.
21)Why will DBE Goals no longer be set on IDIQ contracts? This issue is being revisited.