VDOT Process for Securing Professional Services
The methods for procuring professional services by VDOT are set forth in the VDOT Manual for the Procurement and Administration of Professional Services, which adheres to Chapter 7, Title 11(Virginia Public Procurement Act) of the Code of Virginia.
- How does VDOT determine its need for professional services?
- How is the private sector notified of the department's need for private sector services?
- How can firms gain access to the eVA?
- How can firms gain access to the Internet Opportunities Network?
- How are RFP's submitted to the department?
- How is a firm selected?
- What occurs after selection?
- What types of agreements does VDOT use?
- How long is the process?
Current online Requests for Proposals
VDOT PROCESS FOR SECURING PROFESSIONAL SERVICES
The methods for procuring professional services by VDOT are set forth in the VDOT Manual for the Procurement and Administration of Professional Services.
Each VDOT Division Administrator is is responsible for determining the need for the use of the private sector to accomplish the program. This is determined by analyzing the available manpower, time available and required technical skills as they relate to the projected work program. The Alternative Project Delivery Division is responsible for the procurement process. Projects are advertised throughout the year.
VDOT publishes, on its external website, a list of Upcoming Professional Service Contract Opportunities. The Internet address is http://www.virginiadot.org/business/ipd_upcoming_consultant_contracts.asp. In accordance with state and federal regulation, VDOT also advertised consultant contracts in newspapers of local circulation where the work is to be performed and in Electronic Virginia (eVA).
HOW CAN FIRMS GAIN ACCESS TO THE eVA?
Access is gained through your computer and an Internet account.
The Internet address is http://www.eva.virginia.gov/.
HOW CAN FIRMS GAIN ACCESS TO THE INTERNET OPPORTUNITIES NETWORK?
Access is gained through your computer and an Internet account. The Internet address is /business/default.asp.
Complete RFP's may be downloaded from the Business Website.
As specified in the Department's RFP for professional services, the firms responding should submit an Expression of Interest (EOI) providing the data as instructed in the RFP with regard to their ability to perform the specified work.
Items to be included, but not limited to, are:
1. The availability and qualifications of members of the firm who will perform the work.
2. The firm's current workload with the Department in the category indicated on the score sheet.
3. Identification of similar work performed by the firm which illustrates the firm's qualifications; relevant to the
4. Identification of DBE participation, if required. DBE firms must be certified by VDOT.
5. Location of office where the work will be performed.
6. Current GSA Standard Form SF330.
A selection committee, consisting of three or more members, is appointed by the Division Administrator to individually evaluate each EOI received. This evaluation is conducted utilizing an evaluation sheet included with the RFP.
After the individual committee members have completed their review of the EOI's submitted, the selection committee convenes and combines their individual scores to obtain a weighted rating for each firm. Any subconsultants are included in the overall evaluation.
From this effort, a short list of firms is selected. Usually three or more firms are selected and invited for an interview and/or technical presentation of their qualifications before the selection committee. At the interview/technical presentation, additional non-voting members of VDOT staff may attend as observers.
Firms selected for the short list are notified and given the date and time for their interview. Firms are normally given 1-2 weeks to prepare for the interview. Those firms not short listed are notified and provided an alphabetical list of all firms that were short listed.
Firms are given a specific amount of time to make their presentations. Additional time is programmed for the selection committee to ask any questions that they may have. Upon completion of the interview process and evaluation of information provided at the interview and in the EOI, the selection committee prepares a narrative rating of the firms and submits it to the Division Administrator. The Division Administrator reviews the selection committee's recommendations and approves the top rated firm(s) being asked to submit a cost proposal.
For Project Specific and General Engineering Services contracts, a scoping meeting is conducted with the selected firm to provide all available information to assist the firm in the preparation of their fee proposal. The firm is given a period of time to submit the fee proposal. Documentation related to staff, payroll and FAR audit data must be submitted from the firm and all subconsultants within 10 days of being notified of selection.
Upon submittal, the consultant fee proposal for project specific contracts is reviewed by various disciplines to determine establish the Department’s negotiation position. iAfter review and negotiations are complete, a formal Memorandum of Agreement is executed and presented to the CTB for approval. If successful negotiations cannot be concluded with the top rated firm, negotiations will be terminated and negotiations will be conducted with the second ranked firm.
VDOT uses cost plus fixed fee, lump sum and fixed billable rate contract, depending upon the needs of the lead division. Prior to award of the contract, the prime consultant and all subconsultants must have a VDOT pre-award audit evaluation with an approved FAR overhead rate. Title VI Evaluation Reports and Certificates of Insurance must also be submitted.
The period of time normally associated with the procurement process generally takes 110 business days from advertisement until the contract execution. Multiple award contracts may take longer due to the additional procedures required for multiple awards to firms.