Consultant Services

Consultant Services

Consultant Services administrates and facilitates the program for selection of engineering and engineering-related services consultants for UDOT and we write the contracts for UDOT.  We use qualifications-based methods to select consultants for projects; i.e., project-specific Request for Qualifications (RFQ) and the General Engineering Services and Local Government Pool (Pool). 
Consultant Services supports Project Managers in meeting the Optimize Mobility and Preserving Infrastructure Goals by streamlining and reducing the time it takes to complete contract and modification requests from the time the Project Manager requests a contract until the Notice-to-Proceed is issued to consultants.  We are always working towards making our processes more efficient and decreasing this time.
The graphs below track, on a quarterly basis, the average number of calendar days it takes to complete pool and RFQ contract and modification requests.


2017 Accomplishments

In order to assist Project Managers in meeting the Optimize Mobility and Preserve Infrastructure Strategic Goals, we strive to reduce the turnaround times on new contract and modification requests.
  • Administered the interim consultant proposal submission for the 2016-2019 General Engineering Services & Local Government Pool, 2015-2018 Right of Way Services & Local Government Pool, and the 2014-2018 Structural Design & Management Support Services Pool.  Maintaining pools of pre-qualified consultants is a streamlined way of selecting consultants while still being compliant with state and federal regulations.
  • Revised the solicitation documents (RFQ, RLOQ, & RPLOQ) in an effort to be consistent among selection method types.  The goals were to streamline, be consistent, and reduce redundancies, disqualifications and penalty points.
  • Revised the Construction & Materials Certification Verification process on construction phase consultant procurements from a cumbersome tedious process to a self-certification process.  This is a significant increase in efficiency and a reduction in effort for Consultant Services and the consultant community.
  • Developed and implemented a new work discipline for the interim submission for the renamed 2016-2021 Contractor Structural and Geotechnical Repairs Pool of qualified general contractors for structural damage and geotechnical hazards repairs.  Maintaining pools of pre-qualified contractors is a streamlined way of selecting contractors while still being compliant with state and federal regulations.
  • Partnered with Central Project Management and the Comptroller’s office to provide UDOT Project Managers and Consultants in each of the Regions with much needed invoice training.  This training was aimed at providing the fundamentals of processing invoices and creating consistency among the Regions in expectations of consultants.
  • Fully implemented use of Decision Lens as a tool when developing consultant selection evaluation criteria and scoring of consultant proposals.
  • Developed fillable forms for the Request for Pool Letter of Qualifications Form and for the Financial Screening Short Form.
  • Developed and implemented process for Local Government Right of Way Acquisition Services contracts.
  • Developed and made available on the web a consultant selection report that lists all contracts executed through Consultant Services in order to be more transparent.
  • Trained new UDOT Project Managers and consultants.  In addition, we provided one-on-one training and refresher training to UDOT Project Managers, consultants, and local governments on procurement and contracting processes.
  • Developed and implemented enhancements of the Contract Management System (CMS), as follows.
    • Developed the right of way acquisition services contracting process.
    • Enhanced system with emails reminding UDOT Project Managers to complete mid-point consultant evaluations at the mid-point of contracts.
    • Based on requests from UDOT Project Managers, added emails for inactive status when a contract or mod request was stagnant in the consultant’s (DOC PREP) or the Project Manager’s (NEGOTIATIONS) court.  
    • Revised the contract date extension work flow to accommodate Consultant Services processing all date extension modifications through an electronic signature process.
    • Provided the ability to access the Contract Maintenance Screen when there is an ICE pending.  This wasn’t possible before.
    • Developed the ability to upload the PDF contract schedule into CMS eliminating need for follow up requests to obtain the schedule.
    • Revised the print order of consultant documents from CMS when preparing the contract or modification to minimize need to reorganize when compiling the contract or modification for processing, reducing the contract preparation time.
    • Revised logistics in search and status screens to optimize and make them more intuitive.
    • Added a column to provide a count of the subconsultants for a contract on the contract status screen.
    • Combined printing of consultant documents in one document in the correct order as another step towards printing a contract from CMS with the push of one button.


Performance Goals

Quarters are based on calendar year, contracts and modifications fall in the quarter when the Notice-to-Proceed occurs.

New Contracts

40 Day Goal
Average number of calendar days in the process interval from when a Project Manager requests a contract to the time Notice-to-Proceed occurs.  

New Contracts

Quarterly Count
Number of new contracts in each quarter.

Modifications
40 Day Goal
Average number of calendar days in the process interval from when a Project Manager requests a modification to the time Notice-to-Proceed occurs.  
Modifications
Quarterly Count
Number of new modifications in each quarter.
Images were last updated February 6, 2018.