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Consultants may submit a proposal or decline to participate.
6
The selection team ranks the consultant proposals.
7
The PM submits documentation to the Consultant Services Manager for approval.
8
After receiving approval of the selection documentation from Consultant Services, the PM notifies responsive consultants of the selection.
9
The PM enters negotiations.
Solicitations
Solicitations (Standard/Streamlined/RLOI)
Below is an overview of the process and the steps a UDOT PM and LG PM, if applicable, would take to procure services from a consultant using the solicitation method. This method takes approximately three months from contract request to NTP. 1
The PM determines a need to hire a consultant.
2
The PM submits an electronic request for a solicitation to Consultant Services. Instructions on how to submit a request for solicitation can be found in the Consultant Services Project Manager Training. The PM submits an email to Consultant Services with the information contained in the Solicitation Checklist. The ICE submitted to Consultant Services and UDOT’s Program Finance Division (through the contract management system) will serve as the initial request for authorization of funding (R-709). Consultant Services assists PMs in obtaining this approval from the Program Finance Division, verifying funding is available and approved. The PM should be familiar with potential conflicts of interest for those firms they hire for certain types of work, such as: construction engineering management (CEM), DB program management, environmental, and roles where the consultant may be acting on behalf of UDOT. Further details are outlined in the Conflict of Interest (COI) section of this manual.
3 4
5
Additional Roles and Responsibilities for the Solicitation Process Consultant Services will:
Assist the PM in identifying selection team members, facilitating a scoping meeting, advertising the solicitation, facilitating selection team meetings, and conducting interviews. Determine whether consultants have met the minimum requirements of the solicitation and disqualifies or applies penalties as outlined in the solicitation before forwarding proposals to the selection team for ranking/scoring. Provide the selection team members with all required documentation, including a copy of the solicitation, the responsive proposals, and scoring instructions to all voting members. Assist the PM in beginning negotiations, and preparing a contract.
Consultant Services Manual of Instruction (MOI)
