Sub - dot.state.pa.us

1 OS-299 (5-21) LETTER PUBLICATION: Publication 93 2022 Edition DATE: 12/22/2022 SUBJECT: Policy and procedures for the Administration of Consultant Agreements, Publication 93, 2022 Edition INFORMATION AND SPECIAL INSTRUCTIONS: Effective immediately, this manual shall be used by PennDOT personnel, municipalities, and consultants to prepare and administer consultant agreements. This publication is available on PennDOT's internet web page, Comments or questions concerning this manual are to be directed to the Bureau of Design and Delivery's Contract Management Division.

2 CANCEL AND DESTROY THE FOLLOWING: Publication 93 (October 2021) Policy and procedures for the Administration of Consultant Agreements List of Strike off Letter andClearance Transmitals: H-22-039; SOL 430-22-02 ADDITIONAL COPIES ARE AVAILABLE FROM: PennDOT website - on Forms, Publications & MapsAPPROVED FOR ISSUANCE BY: Yassmin Gramian, - Secretary of Transportation By: Jonathan Fleming, Chief Executive,Highway AdministrationSectionSubsectionTitleComm entChapter No Change * Registration ProcessUpdated link to ECMS website * Registration ProcessUpdated link to ECMS website *Chapter Quality PlanNo Change *Chapter of Authority to Do Business No Change *Engineering Involvement RestrictionsCMD - 5/6/2021 emails from and to MLH - conflict of interest InspectionNo Change *Chapter of InterestNo Change *Chapter Interest ActNo Change *Substantial RevisionsPublication 93 (2022)

3 Policy and procedures for the Administration of Consultant AgreementsChapter 1 - Consultant RequirementsChapter of selection ProceduresNo Change * selection procedures No Change *Identifying Need for Consultant Services No Change * Acquisition ServicesNo Change * Services No Change * Management Project Manager (CMPM) and Review Assistance InformationNo Change * Management Support Service No Change * InspectionNo Change * Construction Design Professional Services MatrixNo Change *Chapter SetupNo Change * ProjectNo Change * 11/16/2021 MA email CI ad criteria Clarification Forums No Change *Statement of Interest (SOI)No Change * of a SOINo Change * of Work (SOW) No Change * EstimateNo Change *Chapter Generates ShortlistNo Change *Technical ProposalNo Change * Specific Quality Assurance/Quality Control (QA/QC)

4 PlanNo Change * Protection and Investment CertificationCMD & OCC- Added this section per Exec Order 2021-06 & 5/17/2022 MLH MA & BB emailsIO Generates Final RankingNo Change * Consultant selection CommitteeNo Change * selection ProceduresNo Change * selection procedures No Change * Ranking Process No Change * DeadlinesNo Change * Multiple AdvertisementsNo Change * Approval CommitteeNo Change * Approval Committee Acts on District RankingNo Change * Clarification MeetingNo Change * Tech ProposalNo Change * Review/Evaluate Technical ProposalNo Change * ProposalNo Change *Chapter and Negotiating Engineering AgreementsNo Change *Chapter Agreement CreatedNo Change * DocumentsNo Change *Chapter , Deputy Secretary, Chief Counsel, Comptroller Approve Legal Agreement No Change * Change * Contractor Responsibility Program (CCRP)

5 No Change * Change *Chapter Executes AgreementNo Change *Chapter Issues NTPNo Change *Chapter 2 selection Process Procedures2 of 9 SectionSubsectionTitleCommentChapter No Change * Specific Agreement No Change * End Agreement SOL 430-22-02 re OE Capacity IntroductionNo Change * Source selection ProceduresNo Change * selection ProceduresNo Change * for Shortlisting/Final Ranking Consultants No Change * selection Process No Change * Oral PresentationsNo Change * Change *Method of PaymentNo Change * Plus Fixed Fee MethodNo Change * Sum MethodNo Change * Per Unit of Work MethodNo Change * Rate of Compensation MethodNo Change * Specific Rate of Compensation - Construction InspectionNo Change *Chapter Change * Pre-Award Evaluation No Change * Change * RateNo Change * Fee or ProfitNo Change * Change * Direct Costs Other than PayrollNo Change * Costs of Services and Work by OthersBCM 10/6/2022 email regarding sub surface drilling threshold update * Budget Amount per Method of Payment per CategoriesNo Change * for DBE Goal ComplianceNo Change * ScheduleCMD- 11/09/2021

6 MA email - clarifying words added to OE WO Ext sub-section; 4/11/2022 MA email - added" ..Non -Project Change * Clarification MeetingsNo Change * Hour Estimating GuideNo Change * MeetingsNo Change * Change * ResponsibilityNo Change *Chapter 3 selection Process Reference Material Chapter of 9 SectionSubsectionTitleCommentChapter Change * Conflict of InterestNo Change *Responsibilities of the IO s Project ManagerNo Change * ConsultantsNo Change * Project ManagerNo Change * Inspection AgreementsNo Change * Change * Rate ApprovalsNo Change * ControlNo Change * Inspection Compliance ProcessNo Change * Change

7 *Supplementing Consultant Agreements 4/11/2022 MA email - replace OCC reference with Deputy Secretary for Highway Administration or of Supplements 4/11/2022 MA email - Changes in Scope of Work - revise reference from Section to Section Supplement No Change * End Time Extension SupplementNo Change * (No Cost) Supplement No Change * SupplementNo Change * Supplement (No-Fee)No Change * OrderNo Change * District Work Order Quality Control ReviewerNo Change * the Work OrderNo Change * Work Orders on Multiple Non-Project Specific Open-End (NPS-OE) Agreements Advertised Under One AdvertisementNo Change * Plus Fixed Fee Method of Payment Functioning like a Specific Rate of CompensationNo Change * Change * Quality Assurance (QA) ReviewNo Change * WorkNo Change * Open End Agreements No Change * a Work Order Closeout AmendmentNo Change * of Work for Design Review Work OrdersNo Change * Orders for Assignments on Various Small ProjectsNo Change * Order AmendmentNo Change * Notice to Proceed (ANTP)

8 No Change * Management Committee ApprovalNo Change * EncumbranceNo Change * No Change * Adjustment InvoiceNo Change * CloseoutNo Change * of Completion (Federally Funded Parts only)No Change * EvaluationsNo Change * Annual Invoice AuditNo Change * EvaluationsNo Change *Chapter 4 Administration of Consultant Agreement ProcessChapter of 9 SectionSubsectionTitleCommentChapter Change *Chapter Change * RequirementsNo Change * RequirementsNo Change *Chapter Change * Good Faith Effort to Obtain DBE Participation No Change * CertificationNo Change * of DBE ParticipationNo Change * of DBE ConsultantsNo Change * Good Faith Effort Attainment for Consultant AgreementsNo Change *Chapter of DBE Goal Attainment for

9 Consultant AgreementsNo Change * Faith Effort SanctionsNo Change * Codes with DBE Commitment InformationNo Change * Termination Notice RequirementNo Change *Chapter Work Notification No Change *Chapter or Breach of ContractNo Change *Chapter Incurred Outside the Legal ContractNo Change *Chapter Error ProcessNo Change *Chapter Change *Chapter Change *Chapter of 9 SectionSubsectionTitleCommentChapter Change *Chapter for Supplements No Change *Chapter for SupplementsNo Change * in the Scope of WorkNo Change * OverrunsNo Change * CloseoutsNo Change * of SubconsultantNo Change * of Scope Changes and OverrunsNo Change * of Funds between Categories of CompensationNo Change *Chapter procedures Supplemental Agreements No Change *Chapter procedures Work Orders No Change * IntervalsNo Change * Progress ReportNo Change * ReviewNo Change * ProcessingNo Change * Payment of Subconsultant/ Subcontractor InvoicesNo Change * Payment of Small Business Vendor InvoicesNo Change * Governing Payments of Interest PenaltiesNo Change * Change * ProcessingNo Change * Change *Chapter 6

10 Administering Department Sponsored Agreements (Hard Copy)Chapter of 9 SectionSubsectionTitleCommentSection Change * Change * 93 Policy and ProceduresNo Change *Section of Municipal selection Processes No Change * Need for Municipal Consultant Services Determining Need for Municipal EngineerNo Change * selection Procedure ApprovalNo Change * Solicits ConsultantsNo Change * Creates Municipal Project in ECMSNo Change * Advertises Agreement in ECMSNo Change * Engineer Advertisement ApprovalNo Change * Advertises for Municipal EngineerNo Change * Respond to Municipality SolicitationNo Change *