CS02-A Rev 2 (1/5/04)
Mn/DOT Consultant
Pre-Qualification Processes
Select Pre-Qualified Consultant for Project
<$100K
Process information
CS02-A
Select Pre-Qualified Consultant for Project
<$100K
I. Introduction
Process Description
In the Pre-Qualification Program, Mn/DOT identifies Consultants qualified to
complete specific kinds of work prior to the actual need for their services. This
program will require consultants, both prime and subs, to be pre-qualified.
Once pre-qualified, Consultants are selected for project work depending on the
specific needs of individual projects. The process for selecting a pre-qualified
Consultant for project work (CS02) varies depending on the anticipated dollar size
of the resulting contract. The objective of the process documented in this
procedure (CS02-A) is to select a pre-qualified Consultant to perform work on an
Mn/DOT project when the anticipated contract value is $100,000 or less.
Contact
Mn/DOT Consultant Services contacts:
Brad Hamilton (651) 297-1172, brad.hamilton@dot.state.mn.us
Dawn Thompson (651) 296-3157, dawn.thomposon@dot.state.mn.us
P AGE 1 OF 4
CS02-A Rev 2 (1/5/04)
Mn/DOT Consultant
Pre-Qualification Processes
Select Pre-Qualified Consultant for Project
<$100K
Process information
II.
Policy & Procedure
A. Task 1—Document the Project Requirements
1.
The Office/District will document the Project requirements as follows:
a)
2.
The Project Manager will draft an initial Scope of Services that clearly states the
services required for the project and the work to be performed by the
Consultant.
(1)
The initial Scope of Services will include a list and description of
anticipated tasks and expected deliverables.
(2)
The initial Scope of Services will include a time schedule and may include
a cost estimate.
(3)
The final Scope of Services will be the basis of negotiation between
Mn/DOT and the selected Consultant on the work to be performed and
will be incorporated into the resulting Consultant Agreement.
b)
The Office/District Contract Administrator, assisted by Consultant Services,
will match the initial Scope of Services with one or more Pre-Qualified
Consultant Work Type Definitions. The available Work Type Definitions and
corresponding Statements of Technical Qualifications are found on the
Mn/DOT Consultant Services web site at www.dot.state.mn.us/consult.,
under the Consultant Services Pre-Qualification Program section.
c)
The Office/District Contract Administrator will prepare the Department of
Administration (Admin) Certification for the Pre-Qualified Consultant
procurement. A template for the Admin Certification form is provided on the
Mn/DOT Consultant Services web site at www.dot.state.mn.us/consult.,
under the Consultant Services Document section.
The Office/District Contract Administrator will forward the following items
to Consultant Services:
a)
A copy of the initial Scope of Services
b)
The original Admin Certification Form (with Office/District Signature)
c)
Contract Process Start Form (CPS) with attached Work Type Checklist
d)
Encumbrance Worksheet
P AGE 2 OF 4
CS02-A Rev 2 (1/5/04)
Mn/DOT Consultant
Pre-Qualification Processes
Select Pre-Qualified Consultant for Project
<$100K
Process information
3.
4.
B.
Upon receipt, Consultant Services will process the project request as follows:
a)
Consultant Services will update the Consultant Agreement Reporting and
Tracking system (CART) and then return the CPS along with a list of the
qualified Consultants to the District/Office Administrator.
b)
Consultant Services will forward the Project’s Admin Certification Form to the
Mn/DOT Office of Contract Management for consideration.
Upon receipt, Mn/DOT’s Office of Contract Management will process the
Project’s request as follows:
a)
The Office of Contract Management will review and approve or reject the
Project’s Admin Certification form.
b)
The Office of Contract Management will return the Project’s Admin
Certification Form to Consultant Services.
Task 2—Consultant Information
1.
2.
Upon receipt of the approved Admin Certification Form from the Office of
Contract Management, Consultant Services will:
a)
Return the approved original Admin Certification Form to the Office/District
Contract Administrator.
b)
Retain a copy of the approved Admin Certification Form for Consultant
Services’ files.
Upon request, Consultant Services will provide to the Project Manager
information about a specific pre-qualified Consultant which may include but
is not limited to:
a)
Consultant’s Pre-Qualification Application
b)
Consultant’s performance on current and previous Mn/DOT contracts
c)
Consultant’s volume of prior project work with Mn/DOT and the Consultant’s
current backlog of Mn/DOT project work
C. Task 3—Select the Consultant
1.
The Project Manager will select a Consultant to perform the project’s Scope of
Services from the pre-qualified Consultants.
a)
The Project Manager will informally contact the selected Consultant to confirm
the Consultant’s availability to perform the Scope of Services.
P AGE 3 OF 4
CS02-A Rev 2 (1/5/04)
Mn/DOT Consultant
Pre-Qualification Processes
Select Pre-Qualified Consultant for Project
<$100K
Process information
b)
The Project Manager and selected Consultant will negotiate scope and budget.
c)
Once a scope and budget is reached, the Project Manager will forward workpapers documenting the selection process to the Office/District Contract
Administrator for inclusion in the project file.
d)
The Office/District Contract Administrator will notify Consultant Services in
writing of the selection decision.
The State is not obligated to award a contract or complete the project. The State
reserves the right to cancel the project if it is considered to be in its best interest.
2.
The Office/District Contract Administrator will obtain concurrence from the
Director - Engineering Services Division of the selection decision. A template
letter for obtaining this approval is provided on the Mn/DOT Consultant
Services web site at www.dot.state.mn.us/consult., under the Consultant
Services Document section.
3.
Upon receipt of concurrence with the selection decision, the Office/District
Contract Administrator will write and execute the Consultant Agreement
with the Consultant.
P AGE 4 OF 4