Complete Prof Serv Procurement Manual 6 19 19 PDF

Download as pdf or txt
Download as pdf or txt
You are on page 1of 72
 
Topic 375-030-003 Effective: June 24, 2019 Professional Services Procurement Manual Introduction 1-1
 Approved: Effective: June 24, 2019 Office: Procurement Topic No.: 375-030-003 Department of Transportation
Chapter 1 INTRODUCTION PROFESSIONAL SERVICES PROCUREMENT MANUAL 1.1 PURPOSE
This manual defines the method used by the Florida Department of Transportation (Department) to procure qualified professional architectural; engineering; landscape architectural; land surveying and mapping; planning; and right of way services, in compliance with state and federal requirements.
1.2 AUTHORITY
Sections 20.23(3)(a) and 334.048(3) Florida Statutes (F.S.)
1.3 SCOPE
This manual will apply to all professional service contracts, whether state or federally funded, unless otherwise excepted herein or in cases of a valid public emergency as certified by the Secretary.
1.4 REFERENCES
 
23 Code of Federal Regulations (CFR), Part 172, Procurement, Management, and  Administration of Engineering and Design Related Services 23 United States Code (USC), Section 112, Contracting for Engineering and Design Services 40 USC, Sections 1101- 1104, Federal Brooks Act 2 CFR, Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards 49 CFR, Part 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs Federal Acquisition Regulation (FAR) Part 31, Contract Cost Principles and Procedures Section 112.061, F.S., Per diem and travel expenses of public officers, employees, and authorized persons
 
Topic 375-030-003 Effective: June 24, 2019 Professional Services Procurement Manual Introduction 1-2
Section 286.011, F.S., Public meetings and records; public inspection; criminal and civil penalties Section 287.017, F.S., Purchasing categories, threshold amounts Section 287.055, F.S., Acquisition of professional architectural, engineering, landscape architectural, or surveying and mapping services; definitions; procedures; contingent fees prohibited; penalties Section 337.027, F.S., Authority to implement a business development program Section 337.105, F.S., Qualifications of professional consultants and other providers of contractual services; performance bonds; and audits of indirect costs Section 337.106, F.S., Professional service providers; requirement for professional liability insurance Section 337.107, F.S., Contracts for right-of-way services Section 337.1075, F.S., Contracts for planning services Section 337.165, F.S., Contract crime; denial or revocation of a certificate of qualification Chapter 339, F.S., Transportation Finance and Planning Chapter 14-75, Florida Administrative Code (F.A.C.), Qualification, Selection and Performance Evaluation Requirements for Professional Consultants to Perform Work for DOT Chapter 14-78, F.A.C., Participation by Disadvantaged Business Enterprises Chapter 60A-1.017, F.A.C., Acquisition of Commodities through Service Contracts Chapter 60A-9, F.A.C., Office of Supplier Diversity Federal-Aid Technical Bulletin No. 07-01, District-wide Consultant Selection Procedure Changes Federal-Aid Technical Bulletin No. 10-06, Federalized Consultant Contracts that Have Previously Only Used State Funds Federal-Aid Technical Bulletin No. 13-01, Construction Engineering Inspection Hybrid Contracts FDOT Negotiation Handbook Policy No. 001-010-020, Ethics Policy Policy No. 001-275-015, Disadvantaged Business Enterprise Utilization Policy No. 001-375-030, Compensation for Consultant Travel Time on Professional Services Agreements Procedure No. 050-020-025, Records Management Procedure No. 325-000-002, Transportation Technology Manual, Chapter 7, Acquiring Information Technology Resources Procedure No. 350-050-005, Federal Project Authorizations Procedure No. 375-030-001, Professional Services Consultant Qualification Procedure No. 375-030-004, Audit Process for Professional Services Consultants and Contracts Procedure No. 375-030-006, Conflict of Interest Procedure for Department Contracts Procedure No. 375-030-007, Professional Services Consultant Work Performance Evaluation Procedure No. 375-030-010, Amendments and Task Work Orders for Professional Services Agreements 375-030-035, Florida Accountability Contract Tracking System Procedure No. 375-040-010, Consultant Marketing
5
 
Topic 375-030-003 Effective: June 24, 2019 Professional Services Procurement Manual Introduction 1-3
Procedure No. 375-040-130, Emergency Procurement During Governor Declared Emergencies Procedure No. 700-000-005, FHWA-FDOT Stewardship and Oversight Agreement Procedure No. 350-090-310, Tangible Personal Property
1.5 DEFINITIONS
 Affiliates:
 The term “affiliate” means a predecessor or successor of a contractor under the same, or substantially the same, control or a group of business entities which are connected or associated so that one entity controls or has the power to control each of the other business entities. The term “affiliate” includes the officers, directors, executives, shareholders active in management, employees, and agents of the affiliate. The ownership by one business entity of a controlling interest in another business entity or a pooling of equipment or income among business entities shall be prima facie evidence that one business entity is an affiliate of another.
 Abbreviated Technical Proposal:
 A written technical proposal between 2 to 5 pages in length.
 Automated Fee Proposal (AFP):
 The AFP is the uniform cost proposal tool established by the Department for submittal of professional services contract cost proposal information. The AFP can be downloaded from the Procurement Office website.
Business Development Initiative (BDI):
 The BDI Program objective is to provide more opportunities and support for small businesses to move from subcontracting to prime contracting consulting roles. BDI reserves projects for competition by small businesses. Additional information on the BDI program is available on the Department’s Equal Opportunity website. Candidate BDI projects (professional services) must be approved by the District Secretary for District projects or an Assistant Secretary for Central Office projects, prior to the Equal Opportunity Office (EOO) posting the project to the BDI Reserved Contracts page on the EOO Internet site, or prior to advertising on the Consultant Acquisition Plan (CAP).
Conflict of Interest:
 Employees of the Department may not have any interest, financial or otherwise, direct or indirect; engage in any business transaction or professional activity or accept any obligation of any kind which is in conflict with the proper conduct of their duties in the public interest.
Consultant Invoice Transmittal System (CITS):
 CITS is an Internet web based application that allows for the electronic generation and submittal of invoices via the internet which streamlines the review and approval process. The system provides a paperless, efficient, and uniform means of delivering properly formatted invoices to the Department, in compliance with State law and rules.
5
 
Topic 375-030-003 Effective: June 24, 2019 Professional Services Procurement Manual Introduction 1-4
Contract Approval Process and Database:
 All professional services contracts require Chief of Staff review and approval through the Contract Approval process and database on the Chief of Staff’s SharePoint site, prior to final execution. Non-professional services subconsultants proposed to be added to professional services contracts after contract execution also require approval by the Chief of Staff through the Contract Approval Process prior to amendment execution.
Contract Funds Management (CFM) System:
 The CFM System is the Department’s internal application used for updating the Department of Financial Services (DFS) state contract reporting system, known as Florida Accountability Contract Tracking System (FACTS). Contract information and images must be updated in CFM within 30 days of a new contract being executed, or any major change made to a contract. Additionally, procurement documents associated with a contract shall be uploaded into CFM within 30 days after execution of a new contract. Instructions on inputting contract information and uploading images into CFM are available on the Office of Comptroller- Statewide Contracts, Grants, and Funds Management SharePoint site.
Detailed Consultant Analysis Report (Shortlist profile):
 Department report from Procurement database providing available procurement information on Consultants, including past projects awarded, and past performance evaluations.
Disadvantaged Business Enterprise (DBE):
 The Department’s DBE Program is authorized by the U.S. Department of Transportation. DBEs are defined and utilized in accordance with
Policy No. 001- 275-015, Disadvantaged Business Enterprise Utilization
. DBE goals shall be achieved using race and gender-neutral means. The Department encourages use of DBEs in all work types, to assist the Department with achieving its federal DBE utilization goal. No preference points will be given for DBE participation. The Department’s approved DBE goal is found on the Equal Opportunity website. Information on the DBE Certification process is also available on the Equal Opportunity Office website.
Expanded Letter of Response (Expanded LOR):
 The amplified letter submittal by the Consultant in response to an advertisement, that is longer than the standard Letter of Response. The Consultant shall utilize the
Professional Services Expanded Letter of Response Form No. 375-030-23
 when responding to advertisements with Expanded LOR referenced as the Selection Method. The required content for the Expanded LOR shall be specified in the advertisement and/or Form.
Letter of Response (LOR):
 The letter submittal by the Consultant in response to a standard project advertisement is known as the LOR. The Consultant shall utilize
Professional Services Letter of Response Form No. 375-030-22
 when responding to advertisements with LOR referenced as the first stage of the Selection Method. The required content for the LOR shall be specified in the advertisement and/or Form.
Letter of Qualification:
 On each occasion when the Department requires professional engineering services that are not covered by a prequalified standard type of work, the
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5

Reward Your Curiosity

Everything you want to read.
Anytime. Anywhere. Any device.
No Commitment. Cancel anytime.
576648e32a3d8b82ca71961b7a986505