Archive for Consultant Professional Services
June 2, 2023 - Escalation Memoranda for FY19 and FY20
- Escalation for Professional Services Contracts Memorandum 10/2020
(PDF) - FY2019 Escalation Memo
- FY2020 Escalation Memo
November 2, 2022 – Business Engagement Survey
Just as VDOT strives to be a leader in transportation design and project delivery, our agency is continually considering innovative solutions to enhance and provide contracting resources needed. As a result, the VDOT Professional Services Procurement Office (PSPO) is conducting a survey to gather input for the purpose of exploring opportunities to revise and improve our business processes.
Click the link below to complete the survey:
June 15, 2022 – Professional Services Contract Escalation Rate for Fiscal Year 2023 and Special Fiscal Year 2022 Adjustment
VDOT Professional Services Contract escalation rate for FY2023 is 4.2 percent
FY22 / FY23 Escalation Rates Frequently Asked Questions
February 1, 2022 – 2022 Consultant Construction Engineering and Inspection Hourly Pay Rate Limitations
Effective for all RFP's advertised after January 1, 2022, the inspection classification hourly maximum pay rate listed in the memorandum below will remain in effect through December 31, 2022.
Consultant Construction Engineering and Inspection (CEI) Hourly Pay Rate Limitations Memorandum
December 21, 2021 - VDOT Professional Services Procurement Office: Information Session
VDOT presented on the recent enhancements to the standard Request for Proposal (RFP) including the use of the new labor class groupings and working titles, the pre-award staffing roster, and guidance on the process for staff placement including examples and a demonstration of the use of embedded pivot tables.
VDOT Professional Services Procurement Office: Information Session Video
VDOT Information Session Presentation
October 5, 2021 - Updated VDOT Travel Procedures
The VDOT Travel Procedures have been updated effective October 1, 2021. Those agreements which require travel reimbursement conform to the most current VDOT travel procedures must meet the requirements of this document. Questions regarding the application of travel procedures should be directed to the designated VDOT contract administrator.
October 2021 VDOT Travel Procedures
September 3, 2021 – VDOT Professional Service Procurement Office Town Hall
On August 31, 2020 VDOT Executive Leadership, Division Administrators, and Transportation Industry Representatives came together to present and discuss recent improvements and process changes to VDOT's professional services procurement program; including the new pre-award staffing roster, current status of pilot procurements, and anticipated enhancements to the standard RFP, MOA, Procurement Manual, and more!
If you would like to review the presentation, the PowerPoint is available at the link below. Responses to the questions will be posted shortly.
PSPO Town Hall Presentation Video
Pre-Award Staffing Roster (See Forms Section Below)
Class Groupings with Working Titles (See Forms Section Below)
August 26, 2021 – Revised RFP Volume I Technical Qualifications Submittal
Effective September 1, 2021, the Standard Form-330 Part II will no longer be a required submission of the Professional Services Expression of Interest (EOI). The pertinent information, previously provided via the SF-330 Part II, will be captured through new forms as components of EOI Volume I - Technical Qualifications Submittal.
The detailed requirements of EOI Volume I are defined in the RFP Expression of Interest Section C table, Attachment A, Attachment B, and Attachment C (links below).
RFP Expression of Interest Section C Table
Attachment A: Key Personnel Resume Updated 10/28/2021
Attachment B: Key Personnel Active Assignment Table Updated 10/28/2021
Attachment C: Relevant Project Examples
June 1, 2021 – Professional Services Contract Escalation Rate for Fiscal Year 2022
The VDOT Professional Services Contract escalation rate for Fiscal Year 2022 is 1.0 percent
March 8, 2021 – Alternative Technical Interview Process
In order to continue delivering professional services procurement program during the COVID – 19 health crisis and considering the recommendations from the U.S. Centers for Disease Control and Prevention, VDOT in collaboration with the industry is making further modifications to the consultant interview process allowing Video Web Conference for the professional services procurements as follows:
Alternative Technical Interview Process
This revised process is temporary and will be in effect for future procurements until the COVID – 19 situation is resolved. The Modified Technical Interview Process for COVID-19, revised November 16, 2020 is superceded by the process outlined in the document provided above.
January 11, 2021 – 2021 Consultant Construction Engineering and Inspection Hourly Pay Rate Limitations
Effective for all RFP's advertised after January 1, 2021, the inspection classification hourly maximum pay rate listed in the memorandum below will remain in effect through December 31, 2021.
Consultant Construction Engineering and Inspection (CEI) Hourly Pay Rate Limitations Memorandum
January 1, 2021 – Manual for the Procurement and Management of Professional Services
Effective January 1, 2021, the latest version of the Manual for the Procurement and Management of professional Services is approved and available for use. The link below is to the revised manual.
Manual for the Procurement and Management of Professional Services
November 16, 2020 – Alternative Technical Interview Process
In order to continue delivering professional services procurement program during the COVID – 19 health crisis and considering the recommendations from the U.S. Centers for Disease Control and Prevention, VDOT in collaboration with the industry is making further modifications to the consultant interview process allowing Video Web Conference for the professional services procurements as follows:
Alternative Technical Interview Process
This revised process is temporary and will be in effect for future procurements until the COVID – 19 situation is resolved. The Modified Technical Interview Process for COVID-19, revised April 5, 2020, is superceded by the process outlined in the document provided above.
March 18, 2020 – MODIFIED TECHNICAL INTERVIEW PROCESS FOR COVID – 19 (Revised April 5, 2020)
In order to continue delivering professional services procurement program during the COVID – 19 health crisis and considering the recommendations from the U.S. Centers for Disease Control and Prevention, VDOT is making modifications to the consultant interview process for the professional services procurements. The revised process uses teleconference (audio only) through Google Hangouts Meet (GHM). The interview process will be as follows:
1. The Consultants will submit their presentation to CPO Procurement Officer (PO) in PDF format by 12:00 PM twenty-four (24) hours or one business day in advance of the interview.
2. The PO will provide Google Hangouts Meet (GHM) details for the consultant to join the interview.
3. Consultant must join at the scheduled time to present. The presentations will be timed. The panel members may ask clarifications related to presentation.
4. This will conclude the interviews.
This revised process is temporary and will be in effect for future procurements until the COVID – 19 situation is resolved. Prior to sending questions to the PO related to the modified interview process, please refer to the following: FAQ - Modified Technical Interview Process.
January 6, 2020 – 2020 Consultant Construction Engineering and Inspection Hourly Pay Rate Limitations
Effective January 1, 2020 the inspection classification pay rate limitation listed in the memorandum below will remain in effect through December 31, 2020.
Consultant Construction Engineering and Inspection (CEI) Hourly Pay Rate Limitations Memorandum
January 2020 - Updated VDOT Travel Procedures
The VDOT Travel Procedures have been updated effective January 1, 2020. Those agreements which require travel reimbursement conform to the most current VDOT travel procedures must meet the requirements of this document. Questions regarding the application of travel procedures should be directed to the designated VDOT contract administrator.
January 2020 VDOT Travel Procedures
June 24, 2019 - Newspaper Advertisements (Effective July 1, 2019)
June 24, 2019 – Professional Services Contract Escalation Rate for Fiscal Year 2020
The VDOT Professional Services Contract escalation rate for Fiscal Year 2020 is 2.2 percent
June 28, 2018 – Professional Services Contract Escalation Rate for Fiscal Year 2019
The VDOT Professional Services Contract escalation rate for Fiscal Year 2019 is 3.0 percent
June 21, 2018 – Regulatory Change for Value of Small Purchases for Professional Services
Regulatory Change for Value of Small Purchases for Professional Services
July 11, 2017 – Manual for the Procurement and Management of Professional Services
Effective July 11, 2017, the latest version of the Manual for the Procurement and Management of professional Services is approved and available for use. The link below is to the revised manual.
Manual for the Procurement and Management of Professional Services
June 28, 2017 – Escalation for Professional Services Contracts
The VDOT Professional Services Contract Escalation will be administered in accordance with the memorandum below.
Escalation for Professional Services Contracts Memorandum
Dec. 21, 2016 - Construction Division Consultant Contract Documentation
The VDOT Construction Division maintains documentation regarding the delivery of consultant services. The documents are available at http://www.virginiadot.org/business/const/default.asp Periodic updates are posted there.
July 1, 2016 – 2009 Manual for the Procurement of Professional Services.
Effective July 1, 2016, the latest revision of the 2009 Manual for the Procurement and Management of Professional Services is approved and available for use. The link below is to the revised manual.
2009 Manual for the Procurement and Management of Professional Services, revised July 2016
Redlined 2009 Manual for the Procurement and Management of Professional Services, Redlined comparison July 2016 vs. July 2012 versions
July 2016 – Escalation Rate for Professional Services Contract, July 1, 2016 through June 30, 2017
The VDOT Professional Services Contract escalation rate for Fiscal Year 2017 is one percent. The memorandum below outlines the specific application of escalation for contracts in this fiscal year.
Memorandum on Escalation Rate for Professional Service Contracts Fiscal Year 2017
January 2016 - Consultant Performance Evaluation Guidelines
The updated Consultant Performance Evaluation process is outlined in the following program guidelines. These guidelines provide direction to VDOT staff on the implementation of the revisions. The changes are effective with evaluations performed for the January 2016 review period. Due to the delayed implementation, some consultant evaluations have been initiated using the older forms. Those evaluations may continue to be received during the January reporting period, with full implementation to be in effect beginning in June 2016. Questions concerning this program guideline document may be directed to [email protected].
Evaluation of Consultant Performance
July 2015 – Escalation Rate for Professional Services Contract, July 1, 2015 through June 30, 2016
The VDOT Professional Services Contract escalation rate for Fiscal Year 2016 is three percent. The memorandum below outlines the specific application of escalation for contracts in this fiscal year.
Memorandum on Escalation Rate for Professional Service Contracts Fiscal Year 2016
July 2016 - Updated VDOT Travel Procedures
The VDOT Travel Procedures have been updated effective July 1, 2016. Those agreements which require travel reimbursement conform to the most current VDOT travel procedures must meet the requirements of this document. Questions regarding the application of travel procedures should be directed to the designated VDOT contract administrator.
July 2016 VDOT Travel Procedures
Nov. 4, 2015 - The memorandum below is the most recent salary cap information for Construction Engineering Inspection Contracts
Memorandum
Aug. 27, 2014 - Increase of the Rate Escalation for Professional Services Contracts and Salary Caps for Construction Engineering Inspection Contracts
Effective Aug. 15, 2014, VDOT is establishing the rate of escalation for professional service contracts based upon the Employment Cost Index, Table 9, Professional, Scientific and Technical Services. The memorandum below outlines the specific implementation of the escalation allowance. Also included in the memorandum is the most recent salary cap information for Construction Engineering Inspection contracts.
Memorandum
July 31, 2013 - Revised Professional Services Consultant Invoice Process
Effective this date, VDOT issued an internal memorandum regarding a revised professional services consultant invoice for statewide implementation. The revised invoice template and process shall be used for all current and future contracts. The respective Central Office lead procurement divisions are available to provide further details and answer questions. These links provide copies of the memorandum, invoice instructions, and invoice template.
April 1, 2013 - Present Workload (Backlog) for Professional Services
Effective this date, VDOT has issued a memorandum that implements changes to the present workload computation for DBE / SWAM firms in the consultant evaluation and selection process. This memorandum is available below.
Present workload (backlog) for Professional Services Contracts