Consultant Procurement

The Virginia Department of Transportation (VDOT) procures professional services contracts for transportation projects through competitive negotiation, a selection method defined in the VPPA §2.2-4300 and in accordance with the most current professional services procurement manual.

These services are primarily procured by the following divisions:

Alternative Project Delivery
Construction
Environmental
Location and Design
Materials
Right of Way and Utilities
Structure and Bridge
Traffic Engineering
Transportation and Mobility Planning

Questions and comments about the program should be sent to Tracy Wood at Tracy.Wood@VDOT.Virginia.gov.

March 18, 2020 – MODIFIED TECHNICAL INTERVIEW PROCESS FOR COVID – 19 (Revised April 5, 2020)

In order to continue delivering professional services procurement program during the COVID – 19 health crisis and considering the recommendations from the U.S. Centers for Disease Control and Prevention, VDOT is making modifications to the consultant interview process for the professional services procurements. The revised process uses teleconference (audio only) through Google Hangouts Meet (GHM). The interview process will be as follows:

1. The Consultants will submit their presentation to CPO Procurement Officer (PO) in PDF format by 12:00 PM twenty-four (24) hours or one business day in advance of the interview.

2. The PO will provide Google Hangouts Meet (GHM) details for the consultant to join the interview.

3. Consultant must join at the scheduled time to present. The presentations will be timed. The panel members may ask clarifications related to presentation.

4. This will conclude the interviews.

This revised process is temporary and will be in effect for future procurements until the COVID – 19 situation is resolved. Prior to sending questions to the PO related to the modified interview process, please refer to the following: FAQ - Modified Technical Interview Process.

January 6, 2020 – 2020 Consultant Construction Engineering and Inspection Hourly Pay Rate Limitations

Effective January 1, 2020 the inspection classification pay rate limitation listed in the memorandum below will remain in effect through December 31, 2020.

Consultant Construction Engineering and Inspection (CEI) Hourly Pay Rate Limitations Memorandum

June 24, 2019 – VDOT Consultant Procurement to Implement Bid Express (Effective July 1, 2019)

Effective July 1, 2019, VDOT will begin utilizing Bid Express by InfoTech, Inc. for the procurement of professional engineering consultant services. After June 30, 2019, VDOT will no longer accept Expressions of Interest (EOIs) via ProjectWise.

Notifications of Requests for Proposals (RFPs) will continue to be advertised on VDOT’s Consultant Procurement website, as well as through eVA, which will direct firms to Bid Express.

Registration for Bid Express is at no cost to consultants, and is required in order to view and respond to RFPs.

IMPORTANT NOTICE: If your firm participated in the test procurement, the registration was for the demo/testing site only, not the live production site. In order to view and respond to VDOT Consultant Procurement RFPs, firms must register on the live production site, (https://www.bidexpress.com).

Additional resources are provided below:

Account Registration

BidExpress FAQs

Electronic Signatures

User Guide, Create-Submit Response

Vendor Set-Up Guide

June 24, 2019 – Professional Services Contract Escalation Rate for Fiscal Year 2020

The VDOT Professional Services Contract escalation rate for Fiscal Year 2020 is 2.2 percent

June 24, 2019 - Newspaper Advertisements (Effective July 1, 2019)

Newspaper Advertisement Memo

January 2019 - Updated VDOT Travel Procedures

The VDOT Travel Procedures have been updated effective January 1, 2019. Those agreements which require travel reimbursement conform to the most current VDOT travel procedures must meet the requirements of this document. Questions regarding the application of travel procedures should be directed to the designated VDOT contract administrator.

January 2019 VDOT Travel Procedures

June 21, 2018 – Regulatory Change for Value of Small Purchases for Professional Services

Regulatory Change for Value of Small Purchases for Professional Services

July 11, 2017 – Manual for the Procurement and Management of Professional Services

Effective July 11, 2017, the latest version of the Manual for the Procurement and Management of professional Services is approved and available for use. The link below is to the revised manual.

Manual for the Procurement and Management of Professional Services

Redline Version Manual for the Procurement and Management of Professional Services 2017

Dec. 21, 2016 - Construction Division Consultant Contract Documentation

The VDOT Construction Division maintains documentation regarding the delivery of consultant services. The documents are available at http://www.virginiadot.org/business/const/default.asp Periodic updates are posted there.

January 2016 - Consultant Performance Evaluation Guidelines

The updated Consultant Performance Evaluation process is outlined in the following program guidelines. These guidelines provide direction to VDOT staff on the implementation of the revisions. The changes are effective with evaluations performed for the January 2016 review period. Due to the delayed implementation, some consultant evaluations have been initiated using the older forms. Those evaluations may continue to be received during the January reporting period, with full implementation to be in effect beginning in June 2016. Questions concerning this program guideline document may be directed to CPO@VDOT.Virginia.gov.

Evaluation of Consultant Performance

April 1, 2013 - Present Workload (Backlog) for Professional Services

Effective this date, VDOT has issued a memorandum that implements changes to the present workload computation for DBE / SWAM firms in the consultant evaluation and selection process. This memorandum is available below.

Present workload (backlog) for Professional Services Contracts