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 2009 Manual for the Procurement and Management of Professional Services. These services are primarily procured by the following divisions:
- Schedule and Contract
- Location and Design
- Structure and Bridge
- Materials
- Environmental
- Right of Way and Utilities
- Transportation Mobility Management
Questions and comments about the program should be sent to Mr. Jeffrey L. Rodgers at Jeff.Rodgers@VDOT.Virginia.gov.
July 1, 2016 – 2009 Manual for the Procurement of Professional Services.
Effective July 1, 2016 the latest revision of the 2009 Manual for the Procurement and Management of Professional Services is approved and available for use. The link below will take you to the revised manual.
2009 Manual for the Procurement and Management of Professional Services, revised July 2016
Redlined 2009 Manual for the Procurement and Management of Professional Services, Redlined Comparison July 2016 vs. July 2012 Version
January 2016 - Updated VDOT Travel Procedures
The VDOT Travel Procedures have been updated effective January 1, 2016. Those agreements which require that 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 2016 VDOT Travel Procedures
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
November 4, 2015 - The memorandum below is the most recent Salary Cap information for Construction Engineering Inspection Contracts
July 2015 – Escalation Rate for Professional Services Contract, July1, 2-15 through June 30, 2016
The VDOT Professional Services Contract escalation rate for FY16 is 3%. The memorandum below outlines the specific application of escalation for contracts in this fiscal year.
Memorandum on Escalation Rate for Professional Service Contracts FY16
August 27, 2014 - Increase of the Rate Escalation for Professional Services Contracts and Salary Caps for Construction Engineering Inspection Contracts
Effective August 15, 2014, VDOT is establishing the rate of escalation for professional service contracts based upon the Employment Cost Index, Table 9, Professional, Scientific and Technical Services. The memorandum below outlines the specific implementation of the escalation allowance. Also included in the memorandum is the most recent salary cap information for Construction Engineering Inspection contracts.
Memorandum
March 31, 2014 – Pilot Consultant Procurement Office
VDOT has initiated a review of Professional Service procurement with the intent to streamline the process. The goal is to reduce the time required for procurement by at least fifty percent. One result of the streamlining effort is the establishment of the Consultant Procurement Office (CPO).
Questions concerning the pilot program for the CPO should be directed to Jeff Rodgers at (804) 371-6785 or Jeff.Rodgers@VDOT.Virginia.gov.
Presentation
July 31, 2013 - Revised Professional Services Consultant Invoice Process
Effective this date, VDOT issued an internal memorandum regarding a revised professional services consultant invoice for statewide implementation. The revised invoice template and process shall be used for all current and future contracts. The respective Central Office lead procurement divisions are available to provide further details and answer questions. The below links provide copies of the memorandum, invoice instructions, and invoice template.
April 1, 2013 - Present Workload (Backlog) for Professional Services
Effecitve 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 at the link below.
Present Workload (Backlog) for Professional Services Contracts
Solicitations
- Upcoming consultant contracts
- Request for proposals
- Shortlisted and selected firms
- Memorandum of Agreement template (MOA) (PDF,162 KB)
Important links
- e-Procurement (eVA)
- State Corporation Commission
- Department of Professional and Occupational Regulation
Forms
Division information links
Manuals/Guides
- SCC guide
(PDF) - Location and Design Division consultant guide for fee proposal
- Structure and Bridge consultant guide for fee proposal
Statewide Communications
- eVA registration requirement
- VDOT process for securing professional services
- Ban on smoking in state offices and vehicles
- Consultant performance report
- FHWA order 4470.01A (PDF, 398 KB)
- Sample contractor certification (PDF, 10 KB)
- Memo - Suspension of Rate Escalation for Professional Services Contracts (PDF, 30 KB)
- Memo - Regulation Compliance for Professional Services (PDF, 68 KB)
