Delaware Department of Transportation - Publications and Forms

Delaware Department of Transportation | Publications

PUBLICATIONS AND FORMS - Professional Services Procurement Manual

Table of Contents
INTRODUCTION AND AUTHORITY
GLOSSARY
Chapter One -DETERMINATION OF NEED FOR OUTSIDE SERVICES
	1.1 Procuring Professional Services
	1.2 Determination of Need
		1.2.1 Initiation of Projects
		1.2.2 Staff Work Load Analysis
		1.2.3 Primary Reasons for Need
	1.3 Director's Approval
	1.4 Project Manager Assignment
	1.5 Project Evaluation
	1.6 DBE Goal Determination
	1.7 Secretary's Approval
Chapter Two -ADVERTISEMENT FOR SERVICES PROCEDURE
	2.1 Agreement Number Request
	2.2 Secretary's Approval Time Limitation
	2.3 Authorization and Funding Approval (FS-1)
	2.4 Preparation of Advertisement Request
	2.5 Description of Request for Consultant Services
	2.6 Expressions of Interest
	2-7 Receipt of Expressions of Interest
Chapter Three -SELECTION PROCEDURE-LARGE PROFESSIONAL SERVICES
	3.1 Selection Basis
	3.2 Responsibilities
		3.2.1 Consultant Policy Committee
		3.2.2 Consultant Procedures Committee
		3.2.3 Consultant Procurement Administrative Office
		3.2.4 Consultant Control Coordinator
		3.2.5. Shortlist and Selection Committees
	3.3 Selection Process
		3.3.1 Shortlist and Selection Committee Membership Restrictions
		3.3.2 Shortlist Committee Membership
		3.3.3 Shortlisting
		3.3.4 Selection Committee Membership
		3.3.5 Selection Procedure
Chapter Four -CONTRACT NEGOTIATION PROCEDURES
	4.1 Project Award
	4.2 Scoping Meeting
		4.2.1 Technical Requirements
		4.2.2 Methods of Payment
		4.2.3 Allowable Costs
		4.2.4 Cost Limitations
		4.2.5 Administrative Portion
	4.3 Cost Proposal Contents
	4.4 Pre-award Audit
	4.5 Fee Negotiation
	4.6 Funding Verification
	4.7 Sponsoring Agency Review
	4.8 Negotiation Termination
	4.9 Notice to Sponsoring Agency
Chapter Five -AGREEMENT PREPARATION AND APPROVAL PROCESS
	5.1 Final Draft Agreement
	5.2 Approval Process
		5.2.1 Approval As-to-Form
		5.2.2 Approval As-to-Process
		5.2.3 Sponsoring Agency Review
		5.2.4 Agreement Execution
		5.2.5 Notice to Proceed
		5.2.6 Funding Approval
		5.2.7 Distribution of Executed Agreements
	5.3 Public Notification
	5.4 Activity Reports
Chapter Six -PROGRESS PAYMENT AND REPORTING PROCEDURES
	6.1 Progress Payments
		6.1.1 Payment and Reporting Submission-Contents
		6.1.2 Payment and Reporting Schedule
		6.1.3 Payment Time Restriction
		6.1.4 Payment Controls
		6.1.5 Standard Invoice
		6.1.6 Subconsultant Submission
		6.1.7 Direct Expense Submission
		6.1.8 Progress Payment Review
		6.1.9 Invoice Processing
		6.1.10 Open-end Agreements
	6.2 Reports
		6.2.1 Progress Reports
		6.2.2 Consultant Tracking Information Data Sheet
		6.2.3 Direct Labor Payroll Records
		6.2.4 Disadvantaged Business Enterprise Activity Report
	6.3 Contract Closeout
Chapter Seven -CONTRACT AND PERFORMANCE MONITORING
	7.1 Purpose
	7.2 Contract Monitoring
	7.3 Performance Monitoring
	7.4 Performance Reporting Schedule
	7.5 Interim Progress Evaluation
	7.6 Interim Performance Reports
	7.7 Final Performance Report
Chapter Eight -SUPPLEMENTAL AGREEMENT PROCESS
	8.1 Reasons for Need
	8.2 Justification of Need
	8.3 Sponsoring Agency Approval
	8.4 DBE Evaluation
	8.5 Director's Approval of Requests
	8.6 Approval Process
Chapter Nine -SMALL PROFESSIONAL SERVICES
	9.1 Definition and Purpose
	9.2 Procurement and Administrative Procedures
		9.2.1 Project Initiation
		9.2.2 Project Manager Assignment
		9.2.3 Scope of Work and Scope of Services
		9.2.4 Determination of Need for Outside Services
		9.2.5 Approval Request Letter
		9.2.6 Secretary's Approval
		9.2.7 Agreement Number
	9.3 Proposal Initiation
		9.3.1 Contact with Consultant(s)
		9.3.2 Proposal Requirements
	9.4 Proposal
		9.4.1 Cost Proposal Contents
		9.4.2 Technical Review
		9.4.3 Negotiation
	9.5 Final Draft Agreement
		9.5.1 Approval As-To-Form
		9.5.2 Approval As-To-Process
		9.5.3 Agreement Execution
		9.5.4 Funding Approval
		9.5.5 Notification to Proceed
		9.5.6 Distribution of Executed Agreements
	9.6 Monitoring Work
	9.7 Performance Evaluation
	9.8 Final Audit
	9.9 Contract Closeout
Chapter Ten -SPECIALIZED SERVICES PROCEDURE
	10.1 Definition
	10.2 Approval Request
	10.3 Procurement Process
Chapter Eleven -EMERGENCY AND CRITICAL NEED PROCEDURES
	11.1 Definition
	11.2 Procedural Exemptions
	11.3 Procurement and Administrative Procedures
Chapter Twelve -SOLE SOURCE SERVICES PROCEDURES
	12.1 Definition and Purpose
	12.2 Procurement and Administrative Procedures
	12.3 Proposal Initiation
	12.4 Proposal
	12.5 Final Draft Agreement
	12.6 Monitoring Work
	12.7 Performance Evaluation
	12.8 Final Audit
	12.9 Contract Closeout
Appendix A -PROFESSIONAL SERVICES PROCUREMENT CHECKLIST
Appendix B -STATE LAW
Appendix C -DISADVANTAGED BUSINESS ENTERPRISE POLICY
Appendix D -REGISTRATION PACKAGE
Appendix E -STANDARD FEDERAL FORM 254
Appendix F -STANDARD FEDERAL FORM 255
Appendix G -METHODS OF COMPENSATION
Appendix H -COST LIMITATIONS
Appendix I -AVAILABLE MANUALS AND PUBLICATIONS
Appendix J -PERFORMANCE REPORTS
Appendix K -PROFESSIONAL SERVICES PROCUREMENT MANUAL UPDATING PROCEDURE
List of Figures
No.			Figure Title
1-1			Combined Project Initiation and Project Number Request Form
1-2			Format for Requesting Secretary's Approval
2-1			Project Authority & Funding (Form FS-1)
2-2			Format for Requesting Advertisement for Services
2-3			Typical Advertisement for Requesting Professional Services
2-4			Typical Public Advertisement for Requesting Professional Services
3-1			Assignment of Procedures Committee to Selection Committee
3-2			Shortlist Committee Notification
3-3			Selection Committee Notification
3-4			Typical Shortlist Scoring Sheet
3-5			General Guidelines for Shortlisting Interested Firms
3-6			Notification of Reduced-Candidate/Shortlisted Firms
3-7			Notification to Shortlisted Firms
3-8			Notification to Firms Not Shortlisted
3-9			Selection Committee Process Initiation
3-10			Request for Technical Proposals and Scheduling of Pre-Proposal Meeting
3-11			Pre-Proposal Meeting Agenda
3-12			Typical Technical Proposal Instructions
3-13			Pre-Proposal Meeting Minutes Transmittal to Selection Committee
3-14			Technical Proposals, Score Sheets and Review Guidelines Transmittal
3-15			Typical Technical Proposal Score Sheets
3-16			Guidelines for Reviewing Consultant Technical Proposals
3-17			Oral Presentations Schedules
3-18			Oral Presentation Administrative Procedures
3-19			General Reasons for Conducting Interviews
3-20			Typical Oral Presentation Rating Sheets
3-21			Typical Oral Presentation Composite Scoring Work Sheet
3-22			Initiating Director Notification-Ranking of Shortlisted Firms
3-23			Unsuccessful Firms' Notification of Top Ranked Firms
3-24			Debriefing
4-1			Notification of Highest Ranking Firm
4-2			Standard Fee Proposal Format and Content
5-1			Agreement Transfer Form
5-2			Consultant Information Form
6-1			Standard Invoice Format
6-2			Standard Status Report
6-3			Cost Summary Report
6-4			Person-hour Summary Report
6-5			Task Summary Report
6-6			Disadvantaged Business Enterprise Activity Report
8-1			Supplemental Agreement Process
11-1			Emergency and/or Critical Need Request Form

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Last Updated: Monday, 29-Oct-2007 13:54:53 Eastern Daylight Time