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PROJECT SPECIFIC CONTRACT |
ON-CALL CONTRACT |
A. Request for Letters of Intent (RFLOI)
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A.1.
Prepare
Draft RFLOI (choose either Design or CEI)
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A.2.
Upload RFLOI to the
Enterprise Business Services (EBS) portal as an Activity under Document Type PS: PEF RFLOI (allow minimum 2 weeks for NCDOT comments)
 | A.2.
Email the Local Programs Management Office (LPMO) to inform them which On-Call firm will assist
(allow minimum 2 weeks for response from LPMO)
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A.3.
Revise per NCDOT comments and re-upload to the
EBS Portal
| A.3.
Address comments and email back to LPMO
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IMPORTANT: Do not proceed to the next step until written notification is received from NCDOT |
B. Solicitation and Selection of Professional Engineering Firm (PEF)*
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B.1.
Advertise, announce, or otherwise publicly notify all requirements for services being requested NCDOT will post the RFLOI on its
website
- If there are changes after the RFLOI is posted (an Addendum), notify LPMO and submit a new document (with Addendum) in front of the advertised RFLOI
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B.2.
Select the most qualified firm
- Verify all firms are prequalified by NCDOT for work codes advertised
- Establish a formal process to evaluate proposals, to include: review committee, scoring criteria, and shortlist protocol to further assess highest scoring firms
| B.2.
If an approved On-Call contract is already in place, this step does not apply (proceed to next step)
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B.3.
Submit
Letter Requesting Concurrence with PEF Selection through the
EBS Portal
- This occurs after the LGA has reviewed the Letters of Interest and selected the most qualified firm (see item B.2. above)
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B.4.
Wait for the LPMO to provide a concurrence letter for selection and advise about initiating negotiations with the PEF
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B.5.
Be prepared to attend a Scoping Meeting with NCDOT if the cost of the Consultant contract exceeds $100,000 or the scope of work is complex
- This is intended to assist the LGA (if necessary) with clearly defining NCDOT expectations, to successfully negotiate tasks and activities with the Consultant
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*If the expected cost of the Consultant contract is less than $50,000, then the LGA does not need to formally advertise the proposed work; instead, the LGA should target a pool of 5-6 pre-qualified Consultants and request letters of interest. All other steps need to be followed
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C. Review of Consultant's Estimate
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C.1.
Request the cost proposal from the Consultant
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C.2.
Upload the cost proposal through the
EBS Portal
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| C.3
NCDOT reviews tasks, man-hours, and rates and coordinates with the LGA to address revisions.
- This requires a review using the Consultant Rate Schedule (CRS), to confirm Consultant names are included with rates, which is then sent to NCDOT Audit for a formal review
- The LGA continues negotiations to finalize the cost estimate based on comments received, then submits to NCDOT for final review
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C.4.
If negotiations with the first firm fail, repeat the process with the next most qualified firm
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D. Review of Consultant Contract
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D.1.
Once cost estimate is finalized, submit a draft copy of the PEF contract to the NCDOT Program Manager for review |
D.2.
Upload the contract through the
EBS Portal
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IMPORTANT: It is the LGA's responsibility to include applicable federal contract provisions in the contract with the Consultant (whether using a contract generated by the LGA or a contract submitted by the Consultant). Guidance is provided by NCDOT but the LGA may need to consult with its legal representative or contracts office to ensure contracts are in compliance with applicable provisions. |
D.3.
NCDOT reviews the contract for appropriate provisions (see
IMPORTANT above) and payment terms (lump sum or cost plus) and coordinates with the LGA to address revisions
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E. Changes to Executed Contract (if applicable)
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E.1.
Request the updated cost proposal from the Consultant for the additional work
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| E.2.
Once cost estimate is finalized, submit a draft copy of the task order to the NCDOT Program Manager for review - Submit executed copy once approved
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