Category:134 Engineering Professional Services - Revision history

Hoskir: /* 134.5.1 Invoicing */ updated per RR4243

2026-07-22T13:21:32Z

134.5.1 Invoicing: updated per RR4243

← Older revision		Revision as of 08:21, 22 July 2026
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	The PM/CA should make every effort to see that the consultant is paid in a timely manner, the goal being 30 days. Missouri law states that the consultant is entitled to interest if the invoice is not paid in 45 days. The 45-day period starts when all questions about the invoice have been addressed and agreed to by both parties.		The PM/CA should make every effort to see that the consultant is paid in a timely manner, the goal being 30 days. Missouri law states that the consultant is entitled to interest if the invoice is not paid in 45 days. The 45-day period starts when all questions about the invoice have been addressed and agreed to by both parties.
	~~<div id="The PM/CA uploads a copy"></div>~~
	The PM/CA uploads a copy of the invoice to Financial Services' [https://modotgov.sharepoint.com/sites/fs_contractual Contractual Payments Library] following the [[media:Contractual_Library_Instructions-2022.pdf\|step-by-step instructions]], which includes the PM/CA indicating the invoice as having been reviewed, thus approving it for payment. [[media:134.2.2 Jan 2020.docx\|Fig. 134.2.2]] and [[media:134.2.4 July 11 2017.doc\|Fig. 134.2.4]] are checklists to help PM/CAs with the paperwork process for Standard and On-call contracts, including invoicing.		The PM/CA uploads a copy of the invoice to Financial Services' [https://modotgov.sharepoint.com/sites/fs_contractual Contractual Payments Library] following the [[media:Contractual_Library_Instructions-2022.pdf\|step-by-step instructions]], which includes the PM/CA indicating the invoice as having been reviewed, thus approving it for payment. [[media:134.2.2 Jan 2020.docx\|Fig. 134.2.2]] and [[media:134.2.4 July 11 2017.doc\|Fig. 134.2.4]] are checklists to help PM/CAs with the paperwork process for Standard and On-call contracts, including invoicing.

	The following metadata fields are required:		The following metadata fields are required:
	:* Name (J#, invoice#, Consultant abbrev.)		* Name (J#, invoice#, Consultant abbrev.)
	:* Job No. (include the J)		* Job No. (include the J)
	:* Financial No. (if known)		* Financial No. (if known)
	:* Agreement No. (eAgreements)		* Agreement No. (eAgreements)
	:* Payee/Vendor		* Payee/Vendor
	:* Invoice Date		* Invoice Date
	:* Invoice Number		* Invoice Number
	:* Invoice Amount		* Invoice Amount
	:* Final Invoice (if applicable)		* Final Invoice (if applicable)
	:* District/Division/Office		* District/Division/Office
	:* Reviewed and Approved (checkbox)		* Reviewed and Approved (checkbox)
	:* Reviewed and Approved By		* Reviewed and Approved By
	:* Activity Code		* Activity Code
	:* Link to eAgreements (first invoice only)		* Link to eAgreements (first invoice only)
	:* Payment Status (default to New Entry)		* Payment Status (default to New Entry)
	:* Comment (if necessary).		* Comment (if necessary).

	The following are the most frequently used activity codes:		The following are the most frequently used activity codes:

	{\| style="margin: ~~1em auto 1em auto~~"		{\| class="wikitable" style="margin-left: 0px; "
	\|-		\|-
	\|'''Activity'''~~\|\|width="15"\| \|\|~~'''Description'''		! '''Activity''' !! '''Description'''
	\|-		\|-
	\|align="center"\|R351\|\| \|\|Conceptual Plans		\| align="center" \| R351 \|\| Conceptual Plans
	\|-		\|-
	\|align="center"\|R352\|\| \|\|Surveying/Mapping		\| align="center" \| R352 \|\| Surveying/Mapping
	\|-		\|-
	\|align="center"\|R354\|\| \|\|Preliminary Plans		\| align="center" \| R354 \|\| Preliminary Plans
	\|-		\|-
	\|align="center"\|R356\|\| \|\|Final Design Plans		\| align="center" \| R356 \|\| Final Design Plans
	\|-		\|-
	\|align="center"\|R358\|\| \|\|Final Construction Plans		\| align="center" \| R358 \|\| Final Construction Plans
	\|-		\|-
	\|align="center"\|R35A\|\| \|\|Support – Build New Hwys & Bridges		\| align="center" \| R35A \|\| Support – Build New Hwys & Bridges
	\|}		\|}

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	If the consultant project/agreement has more than 4 jobs associated with it, the PM/CA will continue to submit the Consultant invoices to Financial Services electronically by utilizing the Contractual Payments system.		If the consultant project/agreement has more than 4 jobs associated with it, the PM/CA will continue to submit the Consultant invoices to Financial Services electronically by utilizing the Contractual Payments system.

	Design-Build (contractor) invoices and non-contractual invoices will continue to be submitted electronically by email to Financial Services at '''Contractual.Payments@modot.mo.gov.''' However the design-build consultant invoices should be submitted using the Contractual Payments Library.		Design-Build (contractor) invoices and non-contractual invoices will continue to be submitted electronically by email to Financial Services at '''[mailto:Contractual.Payments@modot.mo.gov Contractual.Payments@modot.mo.gov]'''. However the design-build consultant invoices should be submitted using the Contractual Payments Library. All other invoices should be submitted electronically by email to Financial Services at '''[mailto:AP.Payments@modot.mo.gov AP.Payments@modot.mo.gov]'''.

	If errors are found on the consultant invoice, the PM/CA should contact the consultant and request a corrected invoice. The PM/CA should never change an invoice. The invoice should be sent back to the consultant for corrects and '''they must re-date the invoice''' and re-submit to MoDOT. If the consultant makes an error and requests more reimbursement than allowed by the contract, the PM/CA may submit the invoice and authorize payment of an amount less than the invoice requests. The reasons for paying an amount different than the invoice requests must be clearly documented in the cover letter.		If errors are found on the consultant invoice, the PM/CA should contact the consultant and request a corrected invoice. The PM/CA should never change an invoice. The invoice should be sent back to the consultant for corrects and '''they must re-date the invoice''' and re-submit to MoDOT. If the consultant makes an error and requests more reimbursement than allowed by the contract, the PM/CA may submit the invoice and authorize payment of an amount less than the invoice requests. The reasons for paying an amount different than the invoice requests must be clearly documented in the cover letter.

	If the period of service in the contract has lapsed, a letter to extend the period of service signed by both MoDOT and the consultant must be completed prior to paying any invoices. For hourly-rate contracts the period of service is defined in the MOU not the Master Agreement.		If the period of service in the contract has lapsed, a letter to extend the period of service signed by both MoDOT and the consultant must be completed prior to paying any invoices. For hourly-rate contracts the period of service is defined in the MOU not the Master Agreement.
	~~<div id="Consultant invoices for projects"></div>~~
	Consultant invoices for projects administered by the ~~[https://modotgov.sharepoint.com/sites/br~~ Bridge Division] should be submitted electronically by the consultant directly to '''BRInvoiceAdmin@modot.mo.gov''' and the Structural Liaison Engineer assigned to the project should be copied on the email.		Consultant invoices for projects administered by the Bridge Division should be submitted electronically by the consultant directly to '''[mailto:BRInvoiceAdmin@modot.mo.gov BRInvoiceAdmin@modot.mo.gov]''' and the Structural Liaison Engineer assigned to the project should be copied on the email.

	Electronic payments to a consultant may be set up by submitting an “Electronic Funds Transfer” form. Information is available at [https://missouribuys.mo.gov/ MissouriBUYS].		Electronic payments to a consultant may be set up by submitting an “Electronic Funds Transfer” form. Information is available at [https://missouribuys.mo.gov/ MissouriBUYS].

Hoskir: eProjects is now MoProjects

2026-07-14T14:00:22Z

eProjects is now MoProjects

Hoskir: /* 134.5.5 Restitution for Errors and Omissions */ fixed link to Consultand Design Error Document

2025-08-25T20:58:47Z

134.5.5 Restitution for Errors and Omissions: fixed link to Consultand Design Error Document

← Older revision		Revision as of 15:58, 25 August 2025
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	The procedure for investigating errors or omissions is:		The procedure for investigating errors or omissions is:

	:1. Contractor/RE initializes a change order with the reason code – CD ([https://epg.modot.~~mo.gov~~/files/b/b4/Recovery_of_Cost_Due_to_Consultant_Design_Error.doc Consultant Design Error]). The RE and PM from Construction and Design review the change order and develop recommendation for action and assessment of both direct and indirect costs.		:1. Contractor/RE initializes a change order with the reason code – CD ([https://epg.modot.org/files/b/b4/Recovery_of_Cost_Due_to_Consultant_Design_Error.doc Consultant Design Error]). The RE and PM from Construction and Design review the change order and develop recommendation for action and assessment of both direct and indirect costs.

	:2. The District Construction and Material Engineer and the District Engineer review and provide comments.		:2. The District Construction and Material Engineer and the District Engineer review and provide comments.

Hoskir: /* 134.1.3 Consultant Qualification */ updated link to Uniform Audit and Accounting Guide

2025-06-23T13:18:43Z

134.1.3 Consultant Qualification: updated link to Uniform Audit and Accounting Guide

← Older revision		Revision as of 08:18, 23 June 2025
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	:5. <u>MoDOT Bridge Consultants Only (Not required for LPA Consultants)</u>): All bridge plans for MoDOT projects must be signed and sealed by a professional engineer from a prequalified firm for bridge design (with the firm’s logo shown in the title block of the bridge plans). For consultants who wish to become prequalified to perform bridge design, the consultant must submit a Bridge Experience Profile and a Personal Bridge Experience Record. These forms can be found on [https://www.modot.org/bridge-information MoDOT's Consultant Resources webpage] and must be updated every 3 years. In addition, the consultant must have a QA/QC plan on file with MoDOT which must be updated every 3 years. The prime consultant is not required to be prequalified for bridge design <u>unless</u> the scope of work performed by their firm includes bridge design. For more information, please contact MoDOT's Bridge Division.		:5. <u>MoDOT Bridge Consultants Only (Not required for LPA Consultants)</u>): All bridge plans for MoDOT projects must be signed and sealed by a professional engineer from a prequalified firm for bridge design (with the firm’s logo shown in the title block of the bridge plans). For consultants who wish to become prequalified to perform bridge design, the consultant must submit a Bridge Experience Profile and a Personal Bridge Experience Record. These forms can be found on [https://www.modot.org/bridge-information MoDOT's Consultant Resources webpage] and must be updated every 3 years. In addition, the consultant must have a QA/QC plan on file with MoDOT which must be updated every 3 years. The prime consultant is not required to be prequalified for bridge design <u>unless</u> the scope of work performed by their firm includes bridge design. For more information, please contact MoDOT's Bridge Division.

	The prequalification process complies with AASHTO guidelines published in the [https://~~audit.~~transportation.org/~~wp-content/uploads/sites~~/14/~~2019/08/UAAG~~-3-~~FINAL.pdf~~ ''Uniform Audit & Accounting Guide, ~~2012~~ Edition'']. This prequalification process ensures projects are in compliance with state and federal regulations.		The prequalification process complies with AASHTO guidelines published in the [https://transportation.org/audit/resources/eap-subcommittee-resources/ ''Uniform Audit & Accounting Guide, 2024 Edition'']. This prequalification process ensures projects are in compliance with state and federal regulations.

	The prequalification is only required for prime consultants. Subconsultants are strongly encouraged to become prequalified in order to reduce repetitive paperwork for future projects. For more information on subconsultant requirements see [[#134.3.5 Subconsultants\|EPG 134.3.5 Subconsultants]].		The prequalification is only required for prime consultants. Subconsultants are strongly encouraged to become prequalified in order to reduce repetitive paperwork for future projects. For more information on subconsultant requirements see [[#134.3.5 Subconsultants\|EPG 134.3.5 Subconsultants]].

Hoskir: /* 134.3.1 Engineering Services Contract (ESC) */ updated link to eAgreements

2025-06-05T15:45:08Z

134.3.1 Engineering Services Contract (ESC): updated link to eAgreements

← Older revision		Revision as of 10:45, 5 June 2025
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	Contract negotiation should follow the schedule provided in the solicitation. Consult Chief Council’s Office CCO early in the negotiation phase for any proposed changes in the boilerplate agreement language. Modifications to the standard agreement language may be considered only where no other compromise can be reached to successfully negotiate the agreement, and '''must be approved “as to form” by CCO.''' If the PM/CA works with their Regional Counsel to approve the revisions to the boilerplate agreement, that Regional Counsel will need to approve the partially executed contract “as to form”. In general, no changes are allowed to the ESC.		Contract negotiation should follow the schedule provided in the solicitation. Consult Chief Council’s Office CCO early in the negotiation phase for any proposed changes in the boilerplate agreement language. Modifications to the standard agreement language may be considered only where no other compromise can be reached to successfully negotiate the agreement, and '''must be approved “as to form” by CCO.''' If the PM/CA works with their Regional Counsel to approve the revisions to the boilerplate agreement, that Regional Counsel will need to approve the partially executed contract “as to form”. In general, no changes are allowed to the ESC.

	The standard engineering services contracts (ESCs) can be found in the [~~http~~://sp/~~sites~~/~~eagreements~~/~~SitePages/Home.aspx~~ eAgreements SharePoint site]. ESCs must follow the eAgreements process for drafting, reviewing and executing, as defined in [[:Category:153 Agreements and Contracts\|EPG 153 Agreements and Contracts]] and the [~~http~~://sp/~~sites~~/~~eagreements/TrainingDocuments~~/~~Forms/AllItems.aspx~~ eAgreements Training Manual]. In addition, the appropriate approvals must be obtained through the Professional Services Committee (PSC) process. When the agreement is created and saved in eAgreements, the system will auto-assign a new file name. This auto-assigned file name must be used as the agreement number, in the header, within the agreement itself.		The standard engineering services contracts (ESCs) can be found in the [https://netprod3.dot.missouri/eAgreements/Search/QuickSearch eAgreements SharePoint site]. ESCs must follow the eAgreements process for drafting, reviewing and executing, as defined in [[:Category:153 Agreements and Contracts\|EPG 153 Agreements and Contracts]] and the [https://netprod3.dot.missouri/eAgreements/Home/AllHelpDocs eAgreements Training Manual]. In addition, the appropriate approvals must be obtained through the Professional Services Committee (PSC) process. When the agreement is created and saved in eAgreements, the system will auto-assign a new file name. This auto-assigned file name must be used as the agreement number, in the header, within the agreement itself.

	The MoDOT unit responsible for the contract, either the district or the division, provides the consultant with an electronic PDF copy of the tentative contract. The tentative scope of services (including [[237.14 Electronic Design Data Delivery (BIM Deliverables)#237.14.4 Specifications of Electronic Design Data for Consultants and MoDOT\|Specifications of Electronic Design Data for Consultants and MoDOT]]) may be provided in a non-PDF electronic format. The PM/CA is responsible for completing the Consultant Contracts. Contract language must be approved by CCO input prior to execution of the contract.		The MoDOT unit responsible for the contract, either the district or the division, provides the consultant with an electronic PDF copy of the tentative contract. The tentative scope of services (including [[237.14 Electronic Design Data Delivery (BIM Deliverables)#237.14.4 Specifications of Electronic Design Data for Consultants and MoDOT\|Specifications of Electronic Design Data for Consultants and MoDOT]]) may be provided in a non-PDF electronic format. The PM/CA is responsible for completing the Consultant Contracts. Contract language must be approved by CCO input prior to execution of the contract.

Hoskir: /* 134.2.3 Consultant Solicitation and Selection Process – Noncompetitive */ updated link to fig 134.2.2.2

2025-06-02T17:15:20Z

134.2.3 Consultant Solicitation and Selection Process – Noncompetitive: updated link to fig 134.2.2.2

← Older revision		Revision as of 12:15, 2 June 2025
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	===134.2.3 Consultant Solicitation and Selection Process – Noncompetitive===		===134.2.3 Consultant Solicitation and Selection Process – Noncompetitive===
	There may be occasions when the standard QBS solicitation process is not appropriate. Each occasion will be evaluated on a project by project basis. Projects for which competition is determined to be inadequate after solicitation, emergency work affecting public safety or highly specialized knowledge that would result in a single consultant responding to the RFQ are candidates for Noncompetitive Procurement (23 CFR 172.7(a)(3)). Examples of specialized work are; hazardous waste services, wetland mitigation, urgent bridge projects and historic preservation services. The PM/CA will work with their Design Liaison Engineer to determine if a PSC Noncompetitive Approval is appropriate and if so, will complete and submit the [~~Solicitation~~ Solicitation and Request Letter (Fig. 134.2.2.2)] to PSC via the email group CODEPSCReview for PSC review and approval.		There may be occasions when the standard QBS solicitation process is not appropriate. Each occasion will be evaluated on a project by project basis. Projects for which competition is determined to be inadequate after solicitation, emergency work affecting public safety or highly specialized knowledge that would result in a single consultant responding to the RFQ are candidates for Noncompetitive Procurement (23 CFR 172.7(a)(3)). Examples of specialized work are; hazardous waste services, wetland mitigation, urgent bridge projects and historic preservation services. The PM/CA will work with their Design Liaison Engineer to determine if a PSC Noncompetitive Approval is appropriate and if so, will complete and submit the [https://epg.modot.org/forms/general_files/DE/134.2.2.2.docx Solicitation and Request Letter (Fig. 134.2.2.2)] to PSC via the email group CODEPSCReview for PSC review and approval.

	The Noncompetitive Method may be appropriate for projects with any of the following conditions:		The Noncompetitive Method may be appropriate for projects with any of the following conditions:

Hoskir: updated links

2025-02-20T16:40:36Z

updated links

Hoskir: updated links

2025-02-10T17:28:08Z

updated links

← Older revision		Revision as of 12:28, 10 February 2025
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	\|[[media:134.2.2.2 2019.docx\|Fig. 134.2.2.2, Solicitation and Request Letter]]		\|[[media:134.2.2.2 2019.docx\|Fig. 134.2.2.2, Solicitation and Request Letter]]
	\|-		\|-
	\|[~~[media~~:~~134~~.2.2.5.1 ~~May 2017~~.doc\|Fig. 134.2.2.5.1, Consultant Rating Form]]		\|[https://epg.modot.org/forms/general_files/DE/Consultant_Rating_Form_134.2.2.5.1.doc Fig. 134.2.2.5.1, Consultant Rating Form]
	\|-		\|-
	\|[https://epg.modot.org/forms/DE%202017%20Forms/LPA/134.2.2.5.2.doc Fig. 134.2.2.5.2, Consultant Selection Rating Summary]		\|[https://epg.modot.org/forms/DE%202017%20Forms/LPA/134.2.2.5.2.doc Fig. 134.2.2.5.2, Consultant Selection Rating Summary]
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	In order to short-list when presentations and interviews are not being conducted, a minimum of 10 respondents must be received, and the PM/CA shall have the ability to short-list down to a minimum of 3 qualified respondents. The rating criteria used to short-list shall include but is not limited to: The firms Pre-Qualification is current, Workforce Diversity, the firms listed experience as related to the advertised work, & the firms project team’s accessibility & availability. Shortlist scoring & a written summary of the shortlist selection shall be included in the eProject file, or wherever project files are retained, along with the eventual final scoring & selection of the most qualified firm.		In order to short-list when presentations and interviews are not being conducted, a minimum of 10 respondents must be received, and the PM/CA shall have the ability to short-list down to a minimum of 3 qualified respondents. The rating criteria used to short-list shall include but is not limited to: The firms Pre-Qualification is current, Workforce Diversity, the firms listed experience as related to the advertised work, & the firms project team’s accessibility & availability. Shortlist scoring & a written summary of the shortlist selection shall be included in the eProject file, or wherever project files are retained, along with the eventual final scoring & selection of the most qualified firm.

	If it's determined and noted in the solicitation request that the PM/CA will conduct interviews or presentations with the consultants, see [[#Consultant Presentations and Interviews\|Consultant Presentations and Interviews]] below for more information on how to rate and score the consultants. If interviews and/or presentations will not take place, the selection team can begin rating the consultants. The [~~[media~~:~~134~~.2.2.5.1 ~~May 2017~~.doc\|Consultant Rating Form, Fig. 134.2.2.5.1]], shall be used to rate and select the most qualified firm.		If it's determined and noted in the solicitation request that the PM/CA will conduct interviews or presentations with the consultants, see [[#Consultant Presentations and Interviews\|Consultant Presentations and Interviews]] below for more information on how to rate and score the consultants. If interviews and/or presentations will not take place, the selection team can begin rating the consultants. The [https://epg.modot.org/forms/general_files/DE/Consultant_Rating_Form_134.2.2.5.1.doc Consultant Rating Form, Fig. 134.2.2.5.1], shall be used to rate and select the most qualified firm.

	Each member of the selection team will individually develop a numeric score to rate each firm using the categories listed in Fig. 134.2.2.5.1. The team will, as a group, compare these scores and discuss how they were determined. The team must reach consensus on the consultant to select. The team will create a rating summary as outlined in [https://epg.modot.org/forms/DE%202017%20Forms/LPA/134.2.2.5.2.doc Fig. 134.2.2.5.2] clearly indicating which firm has been recommended for selection and documenting the selection process. The documentation must include written text on how the scores were determined. This documentation will be kept in the eProject file. Once the recommended selected firm is determined, send the Selection Approval letter ([[media:134.2.2.5.3 Oct 2021.docx\|Fig. 134.2.2.5.3]]) for approval to the District Engineer/Division Engineer. With approval from the District Engineer/Division Engineer, the team can notify the selected firm. After contacting the firm, a copy of all documentation must be sent to Central Office via the email group CODEPSCReview including the signed Approval letter (Fig. 134.2.2.5.3) of the selected firm. The final, approved selected firm will be posted on [http://www.modot.mo.gov/business/consultant_resources/consultant_home.htm MoDOT's Consultant Services webpage].		Each member of the selection team will individually develop a numeric score to rate each firm using the categories listed in Fig. 134.2.2.5.1. The team will, as a group, compare these scores and discuss how they were determined. The team must reach consensus on the consultant to select. The team will create a rating summary as outlined in [https://epg.modot.org/forms/DE%202017%20Forms/LPA/134.2.2.5.2.doc Fig. 134.2.2.5.2] clearly indicating which firm has been recommended for selection and documenting the selection process. The documentation must include written text on how the scores were determined. This documentation will be kept in the eProject file. Once the recommended selected firm is determined, send the Selection Approval letter ([[media:134.2.2.5.3 Oct 2021.docx\|Fig. 134.2.2.5.3]]) for approval to the District Engineer/Division Engineer. With approval from the District Engineer/Division Engineer, the team can notify the selected firm. After contacting the firm, a copy of all documentation must be sent to Central Office via the email group CODEPSCReview including the signed Approval letter (Fig. 134.2.2.5.3) of the selected firm. The final, approved selected firm will be posted on [http://www.modot.mo.gov/business/consultant_resources/consultant_home.htm MoDOT's Consultant Services webpage].
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	:* The need for an accelerated selection process due to the critical nature of the contract.		:* The need for an accelerated selection process due to the critical nature of the contract.

	If interviews and/or presentations are required, the PM/CA will verify all respondents are current with their pre-qualification status, and will verify the respondents workforce diversity statement as a pass/fail. The selection team will then rate all the consultants based on the rating criteria published in the solicitation using [~~[media~~:~~134~~.2.2.5.1 ~~May 2017~~.doc\|Fig. 134.2.2.5.1]] and as outlined above under Rating/Scoring the Consultants. Then the selection team will select the top 3-5 highest scoring firms and place them on a short list for further evaluation during presentations and/or interviews. If the PM/CA wants to interview less than 3 firms, approval must be granted by the PSC. Once the recommended selected firms are determined, send [[media:134.2.2.5.4 2021.docx\|District/Division Approval of Short List (Fig. 134.2.2.5.4)]] for approval to the District Engineer/Division Engineer. With approval from the District Engineer/Division Engineer, the team can notify the selected firms. After contacting the firms, a copy of all documentation must be sent to the Central Office via the email group CODEPSCReview including the District/Division Approval of Short List (Fig. 134.2.2.5.4) of the selected firms. The final, approved selected firms will be posted on MoDOT's Consultant Services webpage. See Consultant Presentations and Consultant Interviews, immediately below.		If interviews and/or presentations are required, the PM/CA will verify all respondents are current with their pre-qualification status, and will verify the respondents workforce diversity statement as a pass/fail. The selection team will then rate all the consultants based on the rating criteria published in the solicitation using [https://epg.modot.org/forms/general_files/DE/Consultant_Rating_Form_134.2.2.5.1.doc Fig. 134.2.2.5.1] and as outlined above under Rating/Scoring the Consultants. Then the selection team will select the top 3-5 highest scoring firms and place them on a short list for further evaluation during presentations and/or interviews. If the PM/CA wants to interview less than 3 firms, approval must be granted by the PSC. Once the recommended selected firms are determined, send [[media:134.2.2.5.4 2021.docx\|District/Division Approval of Short List (Fig. 134.2.2.5.4)]] for approval to the District Engineer/Division Engineer. With approval from the District Engineer/Division Engineer, the team can notify the selected firms. After contacting the firms, a copy of all documentation must be sent to the Central Office via the email group CODEPSCReview including the District/Division Approval of Short List (Fig. 134.2.2.5.4) of the selected firms. The final, approved selected firms will be posted on MoDOT's Consultant Services webpage. See Consultant Presentations and Consultant Interviews, immediately below.

	'''Consultant Presentations.''' Before the presentations, the selection team must determine the scoring criteria ([https://epg.modot.org/forms/DE%202017%20Forms/LPA/134.2.2.5.5.doc Fig. 134.2.2.5.5]) to be used. These criteria can include many variables, but each element must be assigned a point value and expectations for assigning the maximum points should be developed. The PSC Chair is invited to attend the presentations. See the [[media:134.2.2.5.6 2016.docx\|sample letter, Fig. 134.2.2.5.6]], inviting the consultant to present.		'''Consultant Presentations.''' Before the presentations, the selection team must determine the scoring criteria ([https://epg.modot.org/forms/DE%202017%20Forms/LPA/134.2.2.5.5.doc Fig. 134.2.2.5.5]) to be used. These criteria can include many variables, but each element must be assigned a point value and expectations for assigning the maximum points should be developed. The PSC Chair is invited to attend the presentations. See the [[media:134.2.2.5.6 2016.docx\|sample letter, Fig. 134.2.2.5.6]], inviting the consultant to present.

Hoskir: /* 134.3.4 Basis of Payment */ updated POV Milage reimbursement rates per email

2025-01-10T20:27:24Z

134.3.4 Basis of Payment: updated POV Milage reimbursement rates per email

← Older revision		Revision as of 15:27, 10 January 2025
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	Mileage, subsistence and lodging must follow federal travel regulation guidelines.		Mileage, subsistence and lodging must follow federal travel regulation guidelines.
	:* [~~http~~://www.gsa.gov/~~portal~~/~~content~~/~~100715~~ Current POV Mileage Reimbursable Rates]		:* [https://www.gsa.gov/travel/plan-a-trip/transportation-airfare-rates-pov-rates-etc/privately-owned-vehicle-pov-mileage-reimbursement?gsaredirect=mileage&_gl=1%2A1tsqq73%2A_ga%2ANDYzMzAxNDIwLjE2NTcwMjY4MDU.%2A_ga_HBYXWFP794%2AMTczNjUyNzQ0OS4yMC4xLjE3MzY1Mjc0NzAuMC4wLjA. Current POV Mileage Reimbursable Rates]
	:* [https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2024&state=MO&city=&zip= Current Per Diem Rates for Missouri]		:* [https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2024&state=MO&city=&zip= Current Per Diem Rates for Missouri]

Hoskir: Text replacement - "External Civil Rights" to "Business Development and Compliance"

2025-01-09T21:18:43Z

Text replacement - "External Civil Rights" to "Business Development and Compliance"

Show changes

← Older revision		Revision as of 09:00, 14 July 2026
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	==134.1 Introduction==		==134.1 Introduction==

	In order to deliver projects, there may be occasions when additional engineering professional services and expertise are needed for a variety of reasons. EPG 134 Engineering Professional Services is a guide for soliciting, selecting and managing consultant contracts. Professional services are defined under the federal law, The Brooks Act, 40 USC 1102. Most consulting services used by MoDOT are included in the federal description of professional services, therefore MoDOT must follow the federal guidelines outlined in the Brooks Act for soliciting and selecting a consultant. All documentation related to the professional services procurement must be stored in ~~eProjects~~ under the “DE Consultant Document” content type.		In order to deliver projects, there may be occasions when additional engineering professional services and expertise are needed for a variety of reasons. EPG 134 Engineering Professional Services is a guide for soliciting, selecting and managing consultant contracts. Professional services are defined under the federal law, The Brooks Act, 40 USC 1102. Most consulting services used by MoDOT are included in the federal description of professional services, therefore MoDOT must follow the federal guidelines outlined in the Brooks Act for soliciting and selecting a consultant. All documentation related to the professional services procurement must be stored in MoProjects under the “DE Consultant Document” content type.

	===134.1.1 Federal Law===		===134.1.1 Federal Law===
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	'''Rating/Scoring the Consultants.''' Consultants MUST be rated based on the rating criteria that was published in the advertised solicitation. Adding or deleting any rating criteria after the solicitation expires is not allowed. If PM/CA wishes to have the option to shortlist respondents, the short-listing procedures and the weighted rating criteria used to short-list respondents must be included in the solicitation.		'''Rating/Scoring the Consultants.''' Consultants MUST be rated based on the rating criteria that was published in the advertised solicitation. Adding or deleting any rating criteria after the solicitation expires is not allowed. If PM/CA wishes to have the option to shortlist respondents, the short-listing procedures and the weighted rating criteria used to short-list respondents must be included in the solicitation.

	In order to short-list when presentations and interviews are not being conducted, a minimum of 10 respondents must be received, and the PM/CA shall have the ability to short-list down to a minimum of 3 qualified respondents. The rating criteria used to short-list shall include but is not limited to: The firms Pre-Qualification is current, Workforce Diversity, the firms listed experience as related to the advertised work, & the firms project team’s accessibility & availability. Shortlist scoring & a written summary of the shortlist selection shall be included in the ~~eProject~~ file, or wherever project files are retained, along with the eventual final scoring & selection of the most qualified firm.		In order to short-list when presentations and interviews are not being conducted, a minimum of 10 respondents must be received, and the PM/CA shall have the ability to short-list down to a minimum of 3 qualified respondents. The rating criteria used to short-list shall include but is not limited to: The firms Pre-Qualification is current, Workforce Diversity, the firms listed experience as related to the advertised work, & the firms project team’s accessibility & availability. Shortlist scoring & a written summary of the shortlist selection shall be included in the MoProject file, or wherever project files are retained, along with the eventual final scoring & selection of the most qualified firm.

	If it's determined and noted in the solicitation request that the PM/CA will conduct interviews or presentations with the consultants, see [[#Consultant Presentations and Interviews\|Consultant Presentations and Interviews]] below for more information on how to rate and score the consultants. If interviews and/or presentations will not take place, the selection team can begin rating the consultants. The [https://epg.modot.org/forms/general_files/DE/Consultant_Rating_Form_134.2.2.5.1.doc Consultant Rating Form, Fig. 134.2.2.5.1], shall be used to rate and select the most qualified firm.		If it's determined and noted in the solicitation request that the PM/CA will conduct interviews or presentations with the consultants, see [[#Consultant Presentations and Interviews\|Consultant Presentations and Interviews]] below for more information on how to rate and score the consultants. If interviews and/or presentations will not take place, the selection team can begin rating the consultants. The [https://epg.modot.org/forms/general_files/DE/Consultant_Rating_Form_134.2.2.5.1.doc Consultant Rating Form, Fig. 134.2.2.5.1], shall be used to rate and select the most qualified firm.

	Each member of the selection team will individually develop a numeric score to rate each firm using the categories listed in Fig. 134.2.2.5.1. The team will, as a group, compare these scores and discuss how they were determined. The team must reach consensus on the consultant to select. The team will create a rating summary as outlined in [https://epg.modot.org/forms/DE%202017%20Forms/LPA/134.2.2.5.2.doc Fig. 134.2.2.5.2] clearly indicating which firm has been recommended for selection and documenting the selection process. The documentation must include written text on how the scores were determined. This documentation will be kept in the ~~eProject~~ file. Once the recommended selected firm is determined, send the Selection Approval letter ([[media:134.2.2.5.3 Oct 2021.docx\|Fig. 134.2.2.5.3]]) for approval to the District Engineer/Division Engineer. With approval from the District Engineer/Division Engineer, the team can notify the selected firm. After contacting the firm, a copy of all documentation must be sent to Central Office via the email group CODEPSCReview including the signed Approval letter (Fig. 134.2.2.5.3) of the selected firm. The final, approved selected firm will be posted on [http://www.modot.mo.gov/business/consultant_resources/consultant_home.htm MoDOT's Consultant Services webpage].		Each member of the selection team will individually develop a numeric score to rate each firm using the categories listed in Fig. 134.2.2.5.1. The team will, as a group, compare these scores and discuss how they were determined. The team must reach consensus on the consultant to select. The team will create a rating summary as outlined in [https://epg.modot.org/forms/DE%202017%20Forms/LPA/134.2.2.5.2.doc Fig. 134.2.2.5.2] clearly indicating which firm has been recommended for selection and documenting the selection process. The documentation must include written text on how the scores were determined. This documentation will be kept in the MoProject file. Once the recommended selected firm is determined, send the Selection Approval letter ([[media:134.2.2.5.3 Oct 2021.docx\|Fig. 134.2.2.5.3]]) for approval to the District Engineer/Division Engineer. With approval from the District Engineer/Division Engineer, the team can notify the selected firm. After contacting the firm, a copy of all documentation must be sent to Central Office via the email group CODEPSCReview including the signed Approval letter (Fig. 134.2.2.5.3) of the selected firm. The final, approved selected firm will be posted on [http://www.modot.mo.gov/business/consultant_resources/consultant_home.htm MoDOT's Consultant Services webpage].

	=====Consultant Presentations and Interviews=====		=====Consultant Presentations and Interviews=====
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	After each consultant presentation, the selection team moves to a private location to discuss the presentation. Each member of the selection team will individually develop a numeric score to rate each firm based on the pre-determined criteria and scoring process. Although use of the example is not required, the criteria and scoring process must be determined prior to the actual presentation. The selection team will, as a group, compare these scores and discuss how they were determined; the selection team must reach consensus on the selected consultant.		After each consultant presentation, the selection team moves to a private location to discuss the presentation. Each member of the selection team will individually develop a numeric score to rate each firm based on the pre-determined criteria and scoring process. Although use of the example is not required, the criteria and scoring process must be determined prior to the actual presentation. The selection team will, as a group, compare these scores and discuss how they were determined; the selection team must reach consensus on the selected consultant.

	The selection team will create a rating summary [https://epg.modot.org/forms/DE%202017%20Forms/LPA/134.2.2.5.2.doc rating summary (Fig. 134.2.2.5.2)] for all the short-listed firms, clearly indicating which firm is recommended for final selection and documenting the selection process in the ~~eProject~~ file. The rating summary is only one tool used in the selection. Although selection of the highest scoring firm is not required, if it is not selected the reasons must be documented. This documentation will be kept in the ~~eProject~~ file. The final approved selected firm will be posted at [http://www.modot.mo.gov/business/consultant_resources/consultant_home.htm MoDOT's Consultant Services webpage].		The selection team will create a rating summary [https://epg.modot.org/forms/DE%202017%20Forms/LPA/134.2.2.5.2.doc rating summary (Fig. 134.2.2.5.2)] for all the short-listed firms, clearly indicating which firm is recommended for final selection and documenting the selection process in the MoProject file. The rating summary is only one tool used in the selection. Although selection of the highest scoring firm is not required, if it is not selected the reasons must be documented. This documentation will be kept in the MoProject file. The final approved selected firm will be posted at [http://www.modot.mo.gov/business/consultant_resources/consultant_home.htm MoDOT's Consultant Services webpage].

	'''Consultant Interviews.''' For a feasibility study, environmental assessment, environmental impact statement, major bridge design, major investment study, or at the PSC direction, the selection team should conduct interviews with the short-listed firms. This requires considerable preparatory work; however, the selection team can limit the number of consultant staff and specify particular individuals as well as the opening topics. (See [[media:134.2.2.5.7 2016.docx\|Fig. 134.2.2.5.7 sample letter to interview]]). Before the interviews, the selection team must determine the interview questions along with a description of the correct type of answer. Depending on the complexity of the questions, 15 to 18 questions will fill the time allotted. Additionally, the scoring criteria must be pre-determined. These criteria can include many variables, but each element must be assigned a point value and expectations for allocating the maximum points should be developed. The PSC Chair is invited to attend the interviews. A sample format for an interview (with time guidelines) follows:		'''Consultant Interviews.''' For a feasibility study, environmental assessment, environmental impact statement, major bridge design, major investment study, or at the PSC direction, the selection team should conduct interviews with the short-listed firms. This requires considerable preparatory work; however, the selection team can limit the number of consultant staff and specify particular individuals as well as the opening topics. (See [[media:134.2.2.5.7 2016.docx\|Fig. 134.2.2.5.7 sample letter to interview]]). Before the interviews, the selection team must determine the interview questions along with a description of the correct type of answer. Depending on the complexity of the questions, 15 to 18 questions will fill the time allotted. Additionally, the scoring criteria must be pre-determined. These criteria can include many variables, but each element must be assigned a point value and expectations for allocating the maximum points should be developed. The PSC Chair is invited to attend the interviews. A sample format for an interview (with time guidelines) follows:

	During the interview, each selection team member individually scores the consultant as each question is answered. After each interview, the selection team discusses the consultant responses and averages the scores from the entire team. After the final interview, the team will, as a group, compare these scores and discuss how the firms rank; the selection team must reach consensus on the consultant to select. The selection team will create a rating summary clearly indicating which firm is recommended for selection and documenting the selection process. The rating summary is only one tool used in the selection. Although selection of the highest scoring firm is not required, if it is not selected the reasons must be documented. This documentation will be kept in the ~~eProject~~ file. The team must receive approval from the District or Division Engineer before notifying the selected consultant or any other parties. The final, approved selected firm will be posted on [http://www.modot.mo.gov/business/consultant_resources/consultant_home.htm MoDOT's Consultant Services webpage].		During the interview, each selection team member individually scores the consultant as each question is answered. After each interview, the selection team discusses the consultant responses and averages the scores from the entire team. After the final interview, the team will, as a group, compare these scores and discuss how the firms rank; the selection team must reach consensus on the consultant to select. The selection team will create a rating summary clearly indicating which firm is recommended for selection and documenting the selection process. The rating summary is only one tool used in the selection. Although selection of the highest scoring firm is not required, if it is not selected the reasons must be documented. This documentation will be kept in the MoProject file. The team must receive approval from the District or Division Engineer before notifying the selected consultant or any other parties. The final, approved selected firm will be posted on [http://www.modot.mo.gov/business/consultant_resources/consultant_home.htm MoDOT's Consultant Services webpage].

	===134.2.3 Consultant Solicitation and Selection Process – Noncompetitive===		===134.2.3 Consultant Solicitation and Selection Process – Noncompetitive===
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	===134.3.7 Negotiation Documentation===		===134.3.7 Negotiation Documentation===
	All correspondence with the consultant during the course of the negotiations shall be documented and included in the ~~eProject~~ file for the consultant contract, including all email correspondence. Document in writing all verbal communication and personal visits with the consultant regarding the contract negotiations and include in the ~~eProject~~ file. These records shall be maintained for a period of three years after the final voucher is submitted in FMIS by Financial Services. If any litigation, claim, negotiation, audit or other action involving the records is started before the expiration of the three-year period, the records are retained until completion of the action and resolution of all issues arising from it or until the end of the three-year period, whichever is later.		All correspondence with the consultant during the course of the negotiations shall be documented and included in the MoProject file for the consultant contract, including all email correspondence. Document in writing all verbal communication and personal visits with the consultant regarding the contract negotiations and include in the MoProject file. These records shall be maintained for a period of three years after the final voucher is submitted in FMIS by Financial Services. If any litigation, claim, negotiation, audit or other action involving the records is started before the expiration of the three-year period, the records are retained until completion of the action and resolution of all issues arising from it or until the end of the three-year period, whichever is later.

	===134.3.8 Contract Assurances===		===134.3.8 Contract Assurances===

← Older revision		Revision as of 11:40, 20 February 2025
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	\|[[media:134.2.2 Jan 2020.docx\|Fig. 134.2.2 Processing Standard Consultant Contracts Checklist]]		\|[[media:134.2.2 Jan 2020.docx\|Fig. 134.2.2 Processing Standard Consultant Contracts Checklist]]
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	\|[~~[media~~:134.2.2.2 ~~2019~~.docx\|Fig. 134.2.2.2, Solicitation and Request Letter]]		\|[https://epg.modot.org/forms/general_files/DE/134.2.2.2.docx Fig. 134.2.2.2, Solicitation and Request Letter]
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	\|[https://epg.modot.org/forms/general_files/DE/Consultant_Rating_Form_134.2.2.5.1.doc Fig. 134.2.2.5.1, Consultant Rating Form]		\|[https://epg.modot.org/forms/general_files/DE/Consultant_Rating_Form_134.2.2.5.1.doc Fig. 134.2.2.5.1, Consultant Rating Form]
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	:'''17.''' The PM/CA should identify any additional division director(s) (e.g., Bridge, State Highway Safety and Traffic, Right of Way, Environmental, Construction, etc.) who may need to review and sign the PSC letter.		:'''17.''' The PM/CA should identify any additional division director(s) (e.g., Bridge, State Highway Safety and Traffic, Right of Way, Environmental, Construction, etc.) who may need to review and sign the PSC letter.

	All of the items listed above must be included in the [~~[media~~:134.2.2.2 ~~2019~~.docx\|Solicitation and Request Letter]] prepared by the PM/CA and sent to the Design Liaison and all needed divisions for review. Once all the reviews have been completed and all comments addressed, the letter is sent to the PSC via the email group CODEPSCReview with the names of all signers needed. The solicitation must not contain any information concerning task-hours, labor rates or cost information. If a maximum known dollar value is available to fund the professional services contract, the dollar value may be noted in the solicitation to avoid submission of letters by consultants unable to provide the services for the expenditure MoDOT has determined as reasonable for the projects. Cost information can only be considered '''''after''''' a consultant has been selected and a contract is being negotiated. The solicitation should contain ALL of the rating categories that will be used to rate the consultant. MoDOT must follow [https://revisor.mo.gov/main/OneSection.aspx?section=8.289&bid=150&hl= RsMO 8.289] when evaluating the consultant but additional criteria can be added as long as it is published in the solicitation. PM/CAs must indicate on the Solicitation and Request Letter if consultant services are being requested for planning studies for more than Asset Management improvements. More-than Asset Management planning studies must meet the following criteria:		All of the items listed above must be included in the [https://epg.modot.org/forms/general_files/DE/134.2.2.2.docx Solicitation and Request Letter] prepared by the PM/CA and sent to the Design Liaison and all needed divisions for review. Once all the reviews have been completed and all comments addressed, the letter is sent to the PSC via the email group CODEPSCReview with the names of all signers needed. The solicitation must not contain any information concerning task-hours, labor rates or cost information. If a maximum known dollar value is available to fund the professional services contract, the dollar value may be noted in the solicitation to avoid submission of letters by consultants unable to provide the services for the expenditure MoDOT has determined as reasonable for the projects. Cost information can only be considered '''''after''''' a consultant has been selected and a contract is being negotiated. The solicitation should contain ALL of the rating categories that will be used to rate the consultant. MoDOT must follow [https://revisor.mo.gov/main/OneSection.aspx?section=8.289&bid=150&hl= RsMO 8.289] when evaluating the consultant but additional criteria can be added as long as it is published in the solicitation. PM/CAs must indicate on the Solicitation and Request Letter if consultant services are being requested for planning studies for more than Asset Management improvements. More-than Asset Management planning studies must meet the following criteria:

	:1. District has demonstrated that its asset management goals can be met over the next ten years, and		:1. District has demonstrated that its asset management goals can be met over the next ten years, and
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	====134.2.2.3 Solicitation and Selection Step 3 – Central Office Review of Solicitation Request====		====134.2.2.3 Solicitation and Selection Step 3 – Central Office Review of Solicitation Request====
	After all district / division reviews are complete and comments addressed the [~~[media~~:134.2.2.2 ~~2019~~.docx\|Solicitation and Request Letter]] is emailed to the PSC at [mailto:CODEPSCreview CODEPSCreview] email group. The PSC members will review the request and sign for approval with the PSC chair making the final approval signature. Central Office will then post the solicitation/Request For Qualifications (RFQ) to the [http://www.modot.mo.gov/business/consultant_resources/consultant_home.htm MoDOT's Consultant Services Webpage]. An electronic notification of the RFQ is sent to Design Consultant Distribution List alerting interested parties of the opportunity.		After all district / division reviews are complete and comments addressed the [https://epg.modot.org/forms/general_files/DE/134.2.2.2.docx Solicitation and Request Letter] is emailed to the PSC at [mailto:CODEPSCreview CODEPSCreview] email group. The PSC members will review the request and sign for approval with the PSC chair making the final approval signature. Central Office will then post the solicitation/Request For Qualifications (RFQ) to the [http://www.modot.mo.gov/business/consultant_resources/consultant_home.htm MoDOT's Consultant Services Webpage]. An electronic notification of the RFQ is sent to Design Consultant Distribution List alerting interested parties of the opportunity.

	Consultant solicitations will be posted to MoDOT’s webpage twice a month, according to the RFQ Calendar found on the [https://www.modot.org/modot-solicitations-rfq MoDOT Solicitations (RFQ) site].		Consultant solicitations will be posted to MoDOT’s webpage twice a month, according to the RFQ Calendar found on the [https://www.modot.org/modot-solicitations-rfq MoDOT Solicitations (RFQ) site].
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	===134.2.3 Consultant Solicitation and Selection Process – Noncompetitive===		===134.2.3 Consultant Solicitation and Selection Process – Noncompetitive===
	There may be occasions when the standard QBS solicitation process is not appropriate. Each occasion will be evaluated on a project by project basis. Projects for which competition is determined to be inadequate after solicitation, emergency work affecting public safety or highly specialized knowledge that would result in a single consultant responding to the RFQ are candidates for Noncompetitive Procurement (23 CFR 172.7(a)(3)). Examples of specialized work are; hazardous waste services, wetland mitigation, urgent bridge projects and historic preservation services. The PM/CA will work with their Design Liaison Engineer to determine if a PSC Noncompetitive Approval is appropriate and if so, will complete and submit the [~~[media:134.2.2.2 2019.docx\|~~Solicitation and Request Letter (Fig. 134.2.2.2)]] to PSC via the email group CODEPSCReview for PSC review and approval.		There may be occasions when the standard QBS solicitation process is not appropriate. Each occasion will be evaluated on a project by project basis. Projects for which competition is determined to be inadequate after solicitation, emergency work affecting public safety or highly specialized knowledge that would result in a single consultant responding to the RFQ are candidates for Noncompetitive Procurement (23 CFR 172.7(a)(3)). Examples of specialized work are; hazardous waste services, wetland mitigation, urgent bridge projects and historic preservation services. The PM/CA will work with their Design Liaison Engineer to determine if a PSC Noncompetitive Approval is appropriate and if so, will complete and submit the [Solicitation Solicitation and Request Letter (Fig. 134.2.2.2)] to PSC via the email group CODEPSCReview for PSC review and approval.

	The Noncompetitive Method may be appropriate for projects with any of the following conditions:		The Noncompetitive Method may be appropriate for projects with any of the following conditions: