11 Internal Partners Steps Prior to Selection
Before selecting a consultant, UDOT PMs are required to develop a SOW and an independent cost estimate (ICE), which will assist in determining the selection method and level of effort required.
SOW Development
The UDOT PM collaborates with regional and technical experts to develop the project SOW. For LG projects, the UDOT PM assists the LG PM to clarify and define their needed services. Instructions on how to develop a SOW can be found in the Consultant Services Project Manager Training.
ICE Development
Pursuant to 23 CFR § 172.7 (Procurement Methods and Procedures), the PM must develop an ICE. The independent estimate documents due diligence on behalf of UDOT in establishing a fair estimated value for services and will serve as the basis for negotiations with the consultant. A logical and reasonable independent estimate is necessary to maintain confidence and trust in UDOT’s contracting process. Instructions on how to develop an ICE can be found in the Consultant Services Project Manager Training.
Consultant Cost/Fees in Proposals
UDOT/LG PMs need to be mindful of discussion related to consultant costs or fees prior to selection. Discussion of consultant costs and fees are restricted from inclusion in proposals and cannot be considered as a factor in selection. The UDOT/LG PM should coordinate with the Consultant Services manager for additional guidance when consultant costs or fee are included in a proposal.
Communication with Consultants During Active Procurements
UDOT/LG PMs need to be aware of the communication procedures specific to each selection type outlined in the solicitation documents. Pursuant to Utah Code §63G6a-1503 (Evaluation committee for design professional services) the UDOT/LG PM and the selection team members are restricted from communicating with consultants regarding the project during active procurements up until a consultant has been selected. The UDOT/LG PM should coordinate with the Consultant Services contract administrator for specific guidance related to communication restrictions for each selection they are managing.
Consultant Services Manual of Instruction (MOI)
