Consultant Selection and Procurement

Background

Caltrans Division of Local Assistance provides guidance to local agencies on consultant selection and procurement process related to Federal aid highway projects. Consultant services contracts funded in whole, or in part, with Federal aid highway program funds shall be procured in accordance with federal requirements of Uniform Administrative Requirements, Cost principles, and Audit Requirements for Federal Awards in 2 CFR Part 200. In addition, consultant contract for engineering and design, also known as Architectural and Engineering or A&E, must also comply with the requirements established in 23 USC Part 112, 40 USC Section 1101-1104 (Brooks Act), and 23 CFR Part 172.

A&E services are defined as “program management, construction management, feasibility studies (includes environmental studies and analysis), preliminary engineering, design, engineering, surveying, mapping or architectural related services”.

Guidance

• Local Assistance Procedures Manual, Chapter 10, Consultant Selection (PDF) 
• RFP vs RFQ Matrix(PDF)  
• Federal vs State Procurement Matrix(PDF)   
• Most Frequent Errors made by local agencies during A&E Contract Procurement (PDF)
• RFP/RFQ Review Checklist (Word)
• SOP/SOQ Responsiveness Checklist (Word)
• Consultant Selection Flowchart 08/2024 (PDF)
• A&E Federal Consultant Procurement Checklist (Word)
• A&E State-Only Consultant Procurement Checklist (Word)
• Non-A&E Consultant Procurement Checklist (Word)
• A&E Consultant Contract Form Instructions (PDF)   
• A&E Consultant Contract Form (formerly Exhibit 10-C)
• Summary of Financial Document Review by Caltrans IOAI (PDF)

Resources

• RFP - Example (Word)
• RFP - Example (Non AE) (Word)
• RFQ – Example (Word)
• Cost Analysis Sample (Excel)
• Analogous Method for a Project Specific Contract(PDF) 
• Bottom-up Method for a Project Specific Contract (PDF) 
• Bottom-up Method for an On-Call Contract (PDF)  
• FHWA Consultant Services web page
• 23 CFR 172 Procurement, Management and Administration of Engineering and Design Related Services Final Rule (PDF)
• FHWA Procurement, Management and Administration of Engineering and Design Related Services – Questions and Answers
• AASHTO Consultant Contracting Guide
• Scope of Work Writing Guide for A&E Consultant Contracts (Word)
• Sample Agency Letter Adopting Chapter 10 (PDF)
• Sample Agency Resolution Adopting Chapter 10 (PDF)
• SHR Rate and Eligibility Certification Form
• Sample Cost Proposal 1 - For Contracts with Cost-Plus-Fixed Fee or Lump Sum (PDF)
• Sample Cost Proposal 2 - For Contracts with Specific Rates of Compensation (PDF)
• Sample Cost Proposal 3 - For Contracts with Cost Per Unit of Work (PDF)
• Sample Cost Proposal 4 - For Contracts with Prevailing Wages (Excel)
• Example of a FAR Compliant Indirect Cost Rate Schedule (Word)
• Independent Office of Audits and Investigation (IOAI) Indirect Cost Rate (ICR) and Financial Document Review (FDR) Resource Webpage

Consultant Contract Audit and Review Process Training

a. Procurement A&E Contracts
    A&E Training Webinar 

b. Selected Shorts Video Series (webcast): 
    Video 1 Limited Proposals Received (MP4) (79 sec), PDQA AE Video Shorts 1 Reference Material(PDF) 
    Video 2 Contract Prior to Authorization (MP4) (74 sec), PDQA AE Video Shorts 2 Reference Material(PDF) 
    Video 3 Local Preference vs Local Presence (MP4) (102 sec), AE Video Shorts 3 Reference Material(PDF)
    Video 4 A&E Resources Website,  AE Video Shorts 4 Reference Material(PDF) 
    Video 5 A&E Consultant Contracts: Conflict of Interests (COI),  AE Video Shorts 5 Script(PDF) 

c. Selected Shorts Video Series - Independent Cost Estimate (ICE) and Cost Analysis
    Video 1 General Overview (67 sec), AE Video 1 General Overview Script (PDF)
    Video 2 Regulation Summary (65 sec), AE Video 2 Regulation Summary (PDF)
    Video 3 Quick Review (3 min, 1 sec), AE Video 3 Quick Review (PDF)
    Video 4 Introduction to Worksheets (2 min, 48 sec), AE Video 4 Introduction to Worksheets (PDF)
    Video 5 ICE Salary Range (2 min, 55 sec), AE Video 5 ICE Salary Range (PDF)
    Video 6 ICE LPA Estimate of Hours (3 min, 43 sec), AE Video 6 ICE LPA Estimate of Hours (PDF)
    Video 7 ICE Other Direct Costs (2 min, 35 sec), AE Video 7 ICE Other Direct Costs (PDF)
    Video 8 Cost Analysis (2 min, 22 sec), AE Video 8 Part 2 - Cost Analysis, Introduction (PDF)
    Video 9 Cost Analysis Other Direct Costs (3 min, 5 sec), AE Video 9 Cost Analysis, Other Direct Costs (PDF)
    Video 10 Cost Analysis ICE vs Cost Proposal (4 min, 33 sec), AE Video 10 Cost Analysis, ICE vs Cost Proposal (PDF)
    Video 11 Final Negotiation (3 min, 18 sec), AE Video 11 Final Negotiation (PDF)
      Case Study Independent Cost Estimate (7 min, 31 sec)
      Case Study Cost Analysis (9 min, 22 sec)
d. Tools (Spreadsheets)
     Part 1 - ICE Worksheet
     Part 2 - Cost Analysis Worksheet
     Profit/Fee Determination

Accessibility Assistance: Caltrans makes every attempt to ensure our documents are accessible. Due to variances between assistive technologies, above videos are not ADA compliant. Should you need additional assistance, please contact ada.compliance.office@dot.ca.gov or (916) 324-8378.

Contacts

 If you have any questions regarding Consultant Selection and Procurement, please contact your District Local Assistance Engineer. 

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