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Section 3: Statewide Environmental Engineering Services Contracts

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Introduction to Contracts

Under TxDOT’s Statewide Environmental Engineering Services Contract (SEESC) program, statewide consultants are available to perform a wide range of environmental services related to hazardous materials for facilities management and transportation projects. Each statewide consultant is awarded a 2-year work authorization contract; ENV-PPA selects qualified consultants. Services that can be provided include, but are not limited to, environmental site assessments, investigations (drilling, sampling, testing and analysis), preventative and remedial action plans, industrial hygiene and developing specifications related to hazardous materials.

The SEESC program is designed to be very responsive to district or division needs. Where possible, procedures have been streamlined or expedited. Assuming that there are no delays, no proposal revisions are required, and faxes, email and overnight shipping are used, the entire process, from receipt of the statewide consultant's proposal to execution of the work authorization, should be completed within 5 business days.

Any situation that poses an immediate threat to human health and/or the environment requires an immediate response. Contractor delays or downtime due to contaminated soil or groundwater encountered during construction comprise one reason why the statewide consultant program was established. The emergency work authorization procedures discussed in this document make it possible to get a statewide consultant at the site the same day, thus reducing the roadway contractor's downtime and claims.

The primary benefit of these contracts is that they are already approved, in place and ready to use. Contract administration and technical oversight are centralized and do not need to be duplicated at the district level. When a district anticipates the need for project-specific environmental services and has adequate lead time, procurement of the services at the district level should be considered. The cost of the needed work is another factor that should be considered in the decision to use these contracts. For example, it may be more economical to use these contracts for certain lower cost environmental engineering services rather than preparing a separate request for proposals and completing the consultant selection process at the district level.

The contract administration of the SEESC program conforms to the Environmental Work Authorization chapter of the Contract Management Manual. ENV-PPA provides technical oversight regarding the administration of statewide contracts, as well as technical assistance to districts and divisions requesting services. This guidance is focused on individual work authorization and not contract administration.

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Division/District Responsibilities

Environmental Affairs Division Pollution Prevention and Abatement Branch (ENV-PPA): After selecting and awarding the contracts, ENV-PPA performs the following:

  1. provides technical oversight in the administration of the contract
  2. assigns statewide consultants for each work authorization
  3. assigns proposal numbers and issues work authorization numbers
  4. reviews each proposal for technical and regulatory sufficiency
  5. reviews each proposed cost estimate to ensure the costs are reasonable and consistent with current industry standards
  6. provides comments for project management and suggests revisions
  7. authorizes the proposal for further processing
  8. executes (signs) the approved work authorizations and supplemental work authorizations
  9. enters work authorizations in FIMS Segment 41 for payment setup
  10. reviews draft reports and suggests revisions
  11. assists divisions or districts as requested
  12. processes invoices for payment
  13. closes out the individual work authorizations
  14. monitors the contract balances expenditures
  15. evaluates and processes contract extensions, amendments and terminations
  16. closes out the contracts.

Contract Services Section (OGC-CSS): In coordination with ENV-PPA, OGC-CSS maintains the contract file of record.

Right of Way Division (ROW): When statewide consultant services are paid with real property acquisition funds, the Right of Way Division Acquisition Section performs the following:

  • provides guidance or assistance to districts on the appropriate use of right-of-way funds
  • verifies whether the proposed statewide consultant services are an appropriate use of right-of-way funds.

District or Division Requesting Statewide Consultant Services: The district or division requesting and budgeting for statewide consultant services is responsible for project management of individual work authorizations. The district or division:

  • identifies need and develops a statement of work
  • monitors the work authorized for the individual project
  • reviews invoices for submission to ENV-PPA for payment.

A work authorization project manager is assigned from the district or division requesting services for each individual project. The use of the term "work authorization project manager" is not meant to imply that an additional Full Time Employee (FTE) or functional title is needed. Actual contracting and accounting responsibilities may differ by district or division. The work authorization project manager must coordinate with the appropriate district or division staff to fund and process billing statements for payment. This person:

  • acts as the project-specific point of contact for statewide consultants
  • negotiates individual project proposals with the consultant
  • reviews and approves the proposal
  • assists in the coordination of field activities
  • monitors or inspects the statewide consultant's work
  • monitors the work authorization expiration date and amount
  • anticipates and initiates a supplemental work authorization, as needed
  • reviews and accepts reports and other project deliverables
  • communicates findings, recommendations and decisions with appropriate district and division staff
  • reviews and verifies deliverables and approving monthly billing statements (invoices)
  • submits invoices to ENV-PPA for payment
  • completes and submitting work authorization closeout
  • evaluates the statewide consultant's performance.
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Statewide Consultant Responsibilities

Services to be provided by the State and the statewide consultant are listed in the contract. The statewide consultant does the following:

  • develops proposals to address the needs of TxDOT
  • communicates the project status to the work authorization project manager
  • manages and/or performs the work authorized
  • manages, monitors and/or coordinates subcontractors
  • monitors the work authorization amount and expiration date
  • anticipates and communicates the need for supplemental work authorizations to the work authorization project manager
  • submits monthly billing statements (invoices) of previously authorized work
  • submits Progress Assessment Reports to report payments to Disadvantaged Business Enterprises (DBE) or Historically Underutilized Businesses (HUB)
  • submits a Final Report prior to contract closeout, reporting the total payments made to DBEs and HUBs.
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Assigning a Statewide Consultant

Table 6-2 briefly lists the steps required when a statewide consultant is assigned to a project.

Anchor: #i1003102Table 6-2: Assigning a Statewide Consultant

Step

Procedure

1.

District or division identifies need.

2.

District or division assigns a work authorization project manager and funding source.

3.

Work authorization project manager contacts ENV-PPA.

4.

ENV-PPA assigns statewide consultant and proposal tracking number.

5.

Work authorization project manager contacts statewide consultant to discuss project and request a proposal.

6.

Statewide consultant develops proposal.



Assigning a Statewide Consultant - Steps 1, 2 and 3: ENV-PPA can help a district or division identify the need for environmental engineering services. Once a need for service has been established, a work authorization project manager should be designated.

Prior to requesting a statewide consultant, the district should determine if the funding source will be a right-of-way account. In general, costs associated with assessments conducted prior to right-of-way acquisition to determine contamination of properties are appropriate uses of right-of-way funds. Services identified in the appraisal or acquisition process (such as a Phase II investigation at a UST facility) are appropriate right-of-way costs. If district staff members have any questions about appropriate right-of-way costs, they can contact the ROW Acquisition Section.

The work authorization project manager should contact ENV-PPA for assistance in securing these services for the project.

Assigning a Statewide Consultant - Step 4: ENV-PPA will evaluate the requirements of the project and assign a statewide consultant. The assignment of a statewide consultant is influenced by the following technical and administrative factors:

  • contract services to be provided within the limits of the contract
  • statewide consultant's previous involvement with the project
  • district or division’s request for time frames
  • location of project relative to the statewide consultant's main and branch offices
  • statewide consultant availability
  • previous distribution of work
  • remaining contract amount
  • previous cost effectiveness or evaluated performance of the statewide consultant.

ENV-PPA will provide to the work authorization project manager the statewide consultant's point of contact name and telephone number, and a proposal number used in tracking. The work authorization project manager can contact ENV-PPA to discuss the project before contacting the consultant, if needed.

Assigning a Statewide Consultant, Steps 5 and 6: The work authorization project manager will contact the statewide consultant's point of contact to discuss specific project needs.

To increase the quality of the proposal, it is important to give the statewide consultant as much individual site or project information as possible. Project design, excavation, utility adjustments and right-of-way requirements, as well as any extenuating circumstances or previous work performed on the project, must be communicated. It may also be necessary to provide copies of any information on file at the district or division office, including aerial photographs or file information previously obtained from the TCEQ.

Examples of requests for estimates that require editing to incorporate project-specific needs are provided in Chapter 1 of the Web document Hazardous Materials in Project Development: Statewide Consultant Contracts. The following information should be provided to the statewide consultant, when applicable:

  • work authorization project manager's name, title, district or division, address, telephone and fax number
  • TxDOT proposal number assigned by ENV-PPA
  • type of service requested
  • completion time frame
  • transportation project identification (TxDOT Control Section Job [CSJ] number)
  • right-of-way account information, if applicable (right-of-way account number, parcel number and square footage of buildings)
  • project location (city, county, highway facility, limits, existing right-of-way width and proposed right-of-way width)
  • available TxDOT highway or street maps
  • available aerial photographs
  • available schematics, preliminary plans and right-of-way parcel maps
  • individual site information (owner/operator contact name, telephone, etc.)
  • right-of-entry information, such as whether the proposed right of way is physically accessible, or whether the state or the engineer is responsible for right-of-entry agreements).

The work authorization project manager should ask the statewide consultant to prepare a project-specific proposal. The proposal review process is discussed in more detail below.

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Proposal Requirements

The proposal, which will be attached to the work authorization as “Exhibit A - Engineer's Proposal,” is supporting documentation and should clarify the intent of the work authorization. The proposal should include, but is not limited to, the following items:

  • TxDOT proposal number
  • project location
  • TxDOT project description
  • purpose and scope of services
  • rates and cost estimate
  • work schedule
  • special conditions related to the site
  • statement of intent to use professional sub-providers as evaluated during the selection process.

Purpose, Scope of Services and Tasks: The purpose and scope of work will depend on many factors and should reflect project-specific information/requirements. The scope of services should include descriptions of individual tasks and summaries of sampling and quality assurance/quality control (QA/QC) plans.

The proposed scope of services should be broken down into major tasks. For example, tasks may include preparation, sampling, analysis and report preparation. For projects that will generate several monthly billing statements (invoices), the tasks should be in chronological order to facilitate the monitoring of costs and time frames. It is possible that some tasks may overlap chronologically.

Proposed Fees and Rates: Statewide contracts contain a fee schedule negotiated by TxDOT with a schedule of rates for labor, equipment, materials, per diem and mileage costs.

Costs for proposal or work authorization preparation should not be included in the proposed cost estimate or invoice, because a signed (fully executed) work authorization is required prior to incurring any costs on the project. Any work performed prior to approval of the work authorization is not eligible for payment under the terms of the contract.

Proposed Staffing: For all services, several levels of personnel (such as technician and drafts person) are listed to account for varying levels of expertise and experience. In general, project staffing should reflect the requirements of the task at hand. A higher-level staff member should not be assigned to a task that could be competently accomplished in the same amount of time by lower-level staff. Additional staffing guidance is provided in Chapter 2 of Hazardous Materials in Project Development: Statewide Consultant Contracts.

Proposed Cost Estimate: The proposed cost estimate should be keyed to the specific task items listed in the proposed scope of services. To expedite the review of proposals, statewide consultants are asked to organize proposed cost estimates by proposed tasks and rates. An example of a proposed cost estimate spreadsheet is provided in Chapter 3 of Hazardous Materials in Project Development: Statewide Consultant Contracts.

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Proposal Review Process

Table 6-3 briefly presents the steps for the proposal review process performed by both the work authorization project manager and ENV-PPA.

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Step

Procedure

1.

The statewide consultant emails or faxes the proposal to the work authorization project manager. The work authorization project manager sends the proposal to ENV-PPA. OGC-CSS distributes the proposal to the affected divisions.

2.

The work authorization project manager and ENV-PPA review the proposal. The work authorization project manager should obtain ENV-PPA's review memo and/or verbal comments before asking the statewide consultant to submit any revisions.

3.

ENV-PPA emails a review memo as discussed below. The review memo may include recommended revisions and/or comments for the district or division. Procedures for processing proposals differ depending on the significance of the revisions required

3a

No Revisions, Approved for Further Processing: If no revisions are recommended, then the proposal is approved for further processing. ENV-PPA will contact the work authorization project manager to make sure that the district or division approves. Once approved, ENV-PPA will email the work authorization to the consultant.

3b

Minor Revisions: If only minor revisions are necessary, ENV-PPA will email the review memo to the work authorization project manager and OGC-CSS. The work authorization project manager then contacts the statewide consultant to make revisions. The statewide consultant emails or faxes a copy of the revised proposal to the work authorization project manager. The work authorization project manager will forward the final approved proposal to ENV-PPA.

3c

Significant Revisions: If the review memo states that significant revisions are recommended, then ENV-PPA emails the review memo to the work authorization project manager. The work authorization project manager contacts the statewide consultant to make revisions. The statewide consultant emails or faxes the revised proposal to the work authorization project manager and ENV-PPA to expedite the concurrent review. Once revisions are no longer required and the proposal is approved for further processing, ENV-PPA will email the work authorization to the consultant.



Proposal Review Process - Step 1: To facilitate tracking, the assigned TxDOT proposal number should appear on all cover memos and documentation. The statewide consultant should email or fax the proposal to the work authorization project manager. The work authorization project manager should then send the proposal to ENV-PPA. To expedite the proposal, the work authorization project manager should ask the statewide consultant to email or fax a copy, including draft proposals, to the work authorization project manager and ENV-PPA for concurrent review. If right-of-way funds are to be used, the work authorization project manager should ask the statewide consultant to email or fax a copy of the proposal directly to the ROW Acquisition Section to expedite verification.

Proposal Review Process - Step 2: ENV-PPA and the work authorization project manager review the proposal. The work authorization project manager is primarily responsible for reviewing and confirming project information and the purpose of the scope of services. To expedite the review process, ENV-PPA may need to contact the work authorization project manager and/or statewide consultant to discuss the proposal or to confirm that he/she generally approves of it. If the review is expected to exceed 3 business days, ENV-PPA will contact the work authorization project manager.

The ROW Acquisition Section will review the proposal to verify that the services are appropriate uses of right-of-way funds. If the services described in the proposal do not appear to be appropriate right-of-way fund expenditures, the ROW Acquisition Section will contact the work authorization project manager by telephone or email to discuss. The ROW Acquisition Section strives to contact the district within 3 working days of receiving the proposal. The ROW Acquisition Section will email information to ENV-PPA indicating whether the services are appropriate right-of-way fund expenditures. If not appropriate, the district may need to identify another funding source prior to authorization.

The cost estimate will be based on unit rates tabulated in the fee schedule of the contract. For specialty services not anticipated or included in the fee schedule, unit or lump sum pricing will be negotiated on a case-by-case basis. As a baseline review, rates in the cost breakdown should be compared to approved rates in the contract’s schedule of rates. Rates in the proposal should be equal to or less than those approved.

Any proposal that includes an "at cost" item exceeding recognized industry rates should be re-negotiated to reflect the lower rate. For example, a prime proposing to use in-house labor to perform a regulatory list search in fulfilling a task item for an initial site assessment or Phase I environmental site assessment will not be allowed to exceed well-documented industry lump sum rates for such work.

Revisions to the scope of services or cost breakdown may occur, as required, at any time during this review. The work authorization project manager should obtain ENV-PPA’s review memo (discussed below) and/or verbal comments before requesting that the statewide consultant submit revisions. This will save time by incorporating ENV-PPA’s comments earlier in the process and eliminating the need for additional revisions.

Proposal Review Process - Step 3: ENV-PPA will email a review memo to the district or division with any recommended revisions and/or comments. The comments should help the work authorization project manager monitor the progress of work, verify deliverables and process invoices. For example, the review memo may identify the conditions under which a particular contingency task may be warranted. The work authorization project manager should contact ENV-PPA with any questions about the recommended revisions and/or comments. When the work authorization project manager concurs with the suggested revisions, the statewide consultant should be contacted to make the changes.

If no revisions are recommended, the proposal is approved for further processing. ENV-PPA will contact the work authorization project manager to make sure the district or division approves. If so, ENV-PPA will email the work authorization to the consultant.

If the review memo states that only minor revisions are necessary, then ENV-PPA will email the review to the work authorization project manager. The work authorization project manager then contacts the statewide consultant to make revisions. The statewide consultant emails or faxes a copy of the revised proposal to the work authorization project manager. The work authorization project manager should forward the approved final proposal to ENV-PPA. He/she should also send a cover memo or email stating that the minor suggested revisions were incorporated and the proposal is approved for further processing.

If the review memo states that significant revisions are recommended, ENV-PPA will email the review memo to the work authorization project manager. The work authorization project manager should contact the statewide consultant to make revisions. The statewide consultant will then email or fax the revised proposal to the work authorization project manager and ENV-PPA to expedite the concurrent review. ENV-PPA will contact the work authorization project manager to make sure that the district or division approves. If approved, ENV-PPA will email the work authorization to the consultant.

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Work Authorization

The work authorization of the contract is a binding agreement; it accepts the statewide consultant's proposal and any amendments agreed upon by the parties. The work authorization shall include:

  • the contract number
  • the statewide consultant’s name
  • the project location
  • a brief scope of services
  • the maximum amount payable
  • payment terms as they are indicated in the contract
  • the work authorization termination date
  • the statewide consultant engineer's signature, name, title and date
  • signature and date from appropriate person in ENV with signature authority (or higher).

Procedures for obtaining an executed work authorization are presented in Table 6-4.

Anchor: #i1003152Table 6-4: Executing the Work Authorization

Step

Procedure

1.

After receiving a copy of the final approved proposal, ENV-PPA will generate the work authorization and assign a unique work authorization number that incorporates the original proposal number. This unique work authorization number replaces the proposal number for all future tracking on correspondence, reports and invoices. ENV-PPA will also set up the payment record in TxDOT's automated financial account systems with the work authorization number and source of funds.

2.

ENV-PPA will send two counterparts of the work authorization using an overnight delivery service to the statewide consultant for signatures.

3.

The statewide consultant signs and overnights each counterpart of the work authorization including the final approved proposal (labeled as Exhibit A, Engineer's Proposal) to ENV.

4.

After receiving the signed work authorization, ENV will verify that Exhibit A is the final approved proposal. ENV will execute by signing the work authorization.

5.

ENV will send either an original counterpart or a copy of the executed work authorization and the attached approved proposal to the statewide consultant. A copy will be sent to the work authorization project manager. A copy will be sent to CSS.



Executing the Work Authorization - Step 1: After receiving a copy of the final approved proposal, ENV will initiate and complete the work authorization. ENV will also assign a unique work authorization number that incorporates the original proposal number. This unique work authorization number replaces the proposal number for all future tracking on correspondence, reports and invoices.

ENV will establish the payment record with the work authorization number and source of funds in the Miscellaneous Contract Information System (MCIS) within TxDOT's Financial Information Management System (FIMS). MCIS, administered by OGC-CSS, establishes payment records for all contracts not traced in another automated system for construction and maintenance contracts.

Executing the Work Authorization - Step 2: ENV is responsible for obtaining the statewide consultant engineer's signature prior to authorization. ENV will send two counterparts of the work authorization via overnight delivery to the statewide consultant for signatures.

Executing the Work Authorization - Step 3: Upon receipt, the statewide consultant is to sign and overnight each counterpart of the work authorization including the final approved proposal (labeled as Exhibit A, Engineer's Proposal) to ENV.

Executing the Work Authorization - Step 4: After receiving the signed work authorization, ENV will verify that Exhibit A is the final approved proposal by checking it against the copy that was forwarded from the proposal review process. ENV will sign the work authorization to execute. ENV has signatory authority for individual work authorization under the statewide contracts. If the statewide consultant only returns one counterpart, the work authorization execution process will not be delayed; OGC-CSS can process one counterpart of the work authorization.

Executing the Work Authorization - Step 5: ENV will send a counterpart or copy of the executed work authorization, with the approved proposal attached, to the statewide consultant. ENV will also send copies to the work authorization project manager and OGC-CSS. The work, as authorized, can proceed.

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Supplemental Work Authorization Requirements

Supplemental work authorizations are used to:

  • extend the work authorization period expiration date
  • modify the scope of the work authorized
  • modify (or increase or decrease) the work authorization maximum amount payable.

The contract states that both ENV and the statewide consultant must execute any supplemental work authorization within the period specified in the work authorization.

Supplemental work authorizations can be used for staged or phased work since additional services should be identified prior to the expiration dates of the original and each subsequent supplemental work authorization. Additionally, the scope of work for a phased project should be re-evaluated after each phase of an assessment or investigation. The statewide consultant should provide a revised proposal after the scope of work has been finalized. A supplemental work authorization is needed to modify or extend the original work authorization.

If the supplemental work authorization period has expired, then a new work authorization and tracking number will be required. Review and approval for further processing procedures follow the same proposal review process discussed above.

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Emergency Work Authorization

Procedures are in place to expedite the review and approval of an emergency work authorization if an emergency situation arises. At its discretion and in the interest of minimizing delay, the state may accept the statewide consultant engineer's signature on a faxed copy of a work authorization as satisfying the requirements for executing the work authorization, provided that the signed originals are received within 5 business days from the date of the faxed copy. An emergency situation is defined as one in which the state acknowledges that an immediate response by the Engineer is required. Examples of emergencies include, but are not limited to, the following:

  • contamination is encountered during construction which may cause contractor downtime or a release of contamination into the environment
  • hazardous materials pose potential health and safety concerns to TxDOT employees, contractor employees and/or the public.

ENV-PPA should be contacted as soon as possible if an emergency situation occurs. ENV-PPA can assist in the review and formulating the appropriate response.

Table 6-5 provides a brief description of the steps required for emergency work authorization.

Anchor: #i1007097Table 6-5: Emergency Work Authorization

Procedure

The district or division requesting statewide consultant services should designate a work authorization project manager or interim work authorization project manager. The work authorization project manager calls ENV-PPA for assignment of a statewide consultant. The time frame and emergency should be communicated to ENV-PPA.

The work authorization project manager calls the assigned statewide consultant to discuss the project, scope of work for services and to get a verbal cost estimate for "emergency services" for the project. If acceptable, the consultant faxes or emails the estimate to the work authorization project manager and ENV-PPA.

After receiving a copy of the proposal, ENV-PPA will generate the work authorization and fax or email the work authorization to the statewide consultant for signature.

The statewide consultant signs and faxes a copy of the signed work authorization to ENV-PPA. ENV will immediately execute the faxed copy of the work authorization and sends a copy to both the statewide consultant and the work authorization project manager.

The statewide consultant performs a site visit as soon as possible. The statewide consultant is to determine the scope of work and submit a proposal for a supplemental work authorization, as needed. The supplemental work authorization proposal is to be submitted preferably no later than 48 hours after initial site visit and before exceeding the work authorization amount or expiration date.

The statewide consultant sends the signed original proposal and work authorization to ENV within 5 business days from the date of the faxed copy.

After receiving the supplemental work authorization proposal, the work authorization project manager initiates the proposal review process with ENV-PPA as previously discussed in this guidance (see Table 6-3).



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Work Authorization Project Management

Monitoring Services and Verifying Deliverables: The district or division can contact ENV-PPA for assistance in the technical management of the work authorized, if needed. For example, a district or division can ask ENV-PPA to attend scoping meetings and/or to review and comment on report findings, conclusions and recommendations.

It is the responsibility of the work authorization project manager to monitor the services of and verify deliverables provided by the statewide consultant. The work authorization project manager is also responsible for monitoring the work authorization expiration date and amount. Any work that is performed after the work authorization expiration date or that exceeds the work authorization’s maximum amount payable is not eligible for payment. Both the work authorization project manager and statewide consultant must determine whether the work being performed can be accomplished within the time frame and amounts specified in the work authorization.

If necessary, the work authorization project manager should initiate a supplemental work authorization before the work authorization terms expire. ENV-PPA should be contacted when supplemental work authorizations or extensions are needed. If additional services not identified in the original proposal are required, the same proposal review process discussed above is initiated.

Billing Statements: Payment for services provided while fulfilling a work authorization is based solely on the actual work completed during execution of the project. It is not based on the lump sum cost authorized in the original work authorization or estimated in the proposal.

The statewide consultant should submit one original and one copy of an itemized billing statement (in a form approved by the state) to ENV-PPA and/or the district or division in which the work was performed. Each billing statement must be supported by separate documentation that specifies the individual charge in accordance with the rates specified in the fee schedule and the units of work identified in the work authorization. The statewide consultant is authorized to submit requests for reimbursement no more than once per month.

The billing statement (invoice) should be addressed to the work authorization project manager. It should include, but is not limited to, the following items:

  • contract number
  • work authorization number
  • work location (TxDOT Control Section Job (CSJ) number, TxDOT facility or highway, project limits, right-of-way account, project or parcel numbers)
  • total amount earned to the date of submission
  • amount previously paid under the work authorization
  • amount due and payable as of the billing date.

When the invoice is received, the work authorization project manager should review the invoice to verify costs and deliverables or progress acceptability, then forward the invoice, with comments, to ENV-PPA for payment. If the invoice or deliverables are not acceptable, the work authorization project manager or ENV-PPA will notify the consultant to rectify the problem. Invoices should be forwarded to ENV-PPA within seven days of receipt.

Supporting Documentation: TxDOT does not require a statewide consultant to alter existing internal invoicing or accounting systems. However, it is strongly suggested that either the monthly billing statement or supporting documentation be organized in fashion similar to that of the proposed cost estimate provided in the proposal. This will assist in the verification of deliverables and expedite the approval of monthly billing statements for payment. An example of either an invoice or supplemental documentation to the monthly billing statement that directly corresponds to the proposed cost estimate in the proposal is presented in Chapter 4 of Hazardous Materials in Project Development: Statewide Consultant Contracts.

Progress Assessment Reports: The contract requires the statewide consultant to submit Progress Assessment Reports to report actual payments made to Disadvantaged Business Enterprises or Historically Underutilized Businesses. One copy should be submitted with the monthly billing statement and one copy submitted directly to the TxDOT Business Opportunity Program Office.

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Work Authorization Closeout

After the services provided in the work authorization are complete, costs incurred by the statewide consultant may be less than the approved estimated project cost. To assist ENV in monitoring the maximum amount payable (actual expenditures) of the contract, the work authorization project manager must complete a Work Authorization Closeout to return the unused portion of the authorized project costs to the available contract balance. The Work Authorization Closeout form documents actual expenditures and the amount returned to the available balance of the contract. See Chapter 5 of Hazardous Materials in Project Development: Statewide Consultant Contracts.

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Statewide Consultant Evaluation

Work authorization project managers are encouraged to offer constructive criticism directly to the statewide consultant during the course of the work authorized. Any deficiencies that cannot be resolved should be communicated to both ENV-PPA and OGC-CSS to determine if contract termination, as provided in the contract, should be considered.

When the work authorized has been accepted and final payment is made, the work authorization project manager must evaluate the statewide consultant's performance. For consistency, an Individual Work Authorization Evaluation form should be used. A copy is presented in Chapter 6 of �Hazardous Materials in Project Development: Statewide Consultant Contracts. Copies of the evaluation should be sent to both ENV-PPA and OGC-CSS. A completed work authorization evaluation form should be attached to the Work Authorization Closeout and sent to ENV-PPA. Documented work authorization evaluations will be considered in the assignment of consultants under the existing contracts and selection process of future contracts under the SEESC program.

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