*Please invite the FDOT Project Manager, Consultant Project Manager and the individual responsible for encumbering. The Consultant Project Manager does not need to attend in person, and can dial in via teleconference, authorized subconsultants are also invited to attend via teleconference. All consultants should be advised that this meeting will need to be billed to overhead and not directly to this project. Also, please be sure to send the word version of this form to all attendees, or PDF so that hyperlinks are clickable.*

Information entered on this page will carry over to subsequent pages. Press the TAB key to navigate.

When complete: Print this document to PDF by choosing File, Save as, and selecting PDF as the file type (exclude page 1 from printing).

Kick Off Meeting Agenda for Contract

The budgetary ceiling for contract will be . This means that for satisfactory completion of services authorized under this Agreement, the Department will pay the Consultant a budgetary ceiling not to exceed . This is a task assignment type agreement. The Department will furnish the Consultant a task work order specifying the services to be performed and the fees to be paid for each project assigned under this agreement. The Department will confirm funds availability prior to issuing a task work order to the Consultant.

The Department shall request Consultant services on an as-needed basis. There is no guarantee that any or all of the services described in Exhibit “A” of this Agreement will be assigned during the term of this Agreement. Further, the Consultant is providing these services on a non-exclusive basis. The Department may, at its option, elect to have any of the services set forth herein performed by other consultants or Department staff.

Contract has a total dollar amount of .

Notice to Proceed

The Notice to Proceed, Form No. 375-030-98, is required to be sent by the Department’s Project Manager to the Consultant to notify them when services are to begin.

The Notice to Proceed, Form No. 375-030-98, is not required for task assignment contracts, since each Task Work Order serves as a Notice to Proceed. It is important to note that the Project services to be rendered by the Consultant for each task assignment will commence upon written notice from the Department’s Project Manager. In plain language, this means that the Consultant cannot begin work until authorized to do so through a Task Work Order or Task Work Order Amendment. It is critical that all work is issued through written TWO or TWO amendment’s execution date only, and NOT by a verbal agreement.

Duration of Contract:

Contract Term: Fixed duration when the contract is in effect. Contract term is not the same thing as the services period.

Service Period: Time-frame when the services can be performed.

Service End date: Date by which all contract services must be complete.

Services end date on this contract is .

Contract Term on this contract is .

Time Extensions on Task Work Order Amendments:

Extending services end date, does not automatically extend your task work orders. You must complete a task work order amendment for each task work order you wish to extend.

Example: Contract original services end date 12/31/2012, new Contract end date 12/31/2013. If your task work order ended on 12/31/2012, you must extend this prior to task work order ending date. A task work order must be extended (executed) prior to its expiration.

Adding Subconsultants

Any subconsultant that the prime or a subconsultant wishes to utilize on subject contract, must be authorized by FDOT and added to the contract via contract amendment before the new subconsultant is assigned any work on the contract. Please review Section 4 and also Section 7A of the Standard Professional Services Agreement Terms.

FDOT Project Managers must not negotiate rates for any new subconsultant or new staff to be added to a Professional Services Agreement. The Procurement Office is responsible for ensuring that rates are negotiated in accordance with Florida Law. In no way should a project manager attempt to negotiate a rate without contacting the Procurement Office. If this is absolutely necessary, the Project Manager must first be trained by a Procurement Office staff member who understands the requirements.

Please be advised that after the contract is executed, Procurement staff will not need to approve consultant staff proposed to be added or substituted into an existing job classifications on a contract. It is the project manager’s responsibility to approve additions of brand new staff into existing job classifications (for firms and job classifications that are already established on the original agreement or through a subsequent amendment). The FDOT and Consultant Project Manager should already have the original list of individuals that are approved to work on the contract, as provided by Procurement, and extracted from the AFP. If you do not have a copy, please contact the Procurement Office immediately. It is critical that the PM and the Consultant have the original list, as the Consultant will need to maintain the list, and update the FDOT Project Manager's list with any changes throughout the life of the contract. The FDOT Project Manager shall also maintain a copy and ensure that any new staff are approved by the FDOT Project Manager. The FDOT Project Manager will need to ensure that any invoice submitted by the Consultant includes pre-approved staff and rates.

Please refer to the Negotiation Handbook for any eligible job reclassifications during the life of the contract.

The steps that the FDOT Project Manager will take are as follows:

Receive request from Consultant PM to add brand new staff (for a firm that is already authorized on the original agreement or subsequent contract amendment)

FDOT PM shall request a resume and payroll register for their review

FDOT PM shall check the Negotiation Handbook, Attachment B, and ensure that the proposed classification is appropriate based on the individual’s resume and the typical qualifications found in Attachment B.

FDOT PM shall maintain the information in their contract file, and approve or reject the request.

For brand new staff that consultants propose to bill under existing job classifications there will be no need to input into CITS since the proposed individuals will be able to bill on those classifications once the FDOT project manager approves the request. It will be managed during invoice review as far as appropriateness of those billing in a particular job class. No changes in CITS are needed for this to occur.

If you need assistance or have any questions, feel free to call and we will guide you in the right direction.

Contract Funding Terms (CFT):

The CFT identifies the amount and availability of the funds for services specified in the contract.

For contract , the CFT is: .

Preparing Task Work Orders (TWO) and TWO Amendments

For FDOT employees, there is a course available in Learning Curve titled, Preparing a Task Work Order (TWO) for Professional Services Contracts CBT.

** This is an FDOT internal link**

Know your tracking strategy.

When adding funds, the TWO or TWO amendment execution date MUST be on or after the Encumbrance approval date.

When removing funds by un-encumbering, the TWO amendment date must be on or before the Encumbrance approval date.

Each Compensation element must have a unique name.

The TWO or TWO Amendment must be signed by both parties.

The TWO Amendment execution date must be on or before the TWO end date.

The TWO or TWO Amendment must not go beyond the Contract Services End Date.

If encumbering by TWO, always include the encumbrance with the TWO submittal.

If encumbering by TWO, always include the encumbrance with the TWO Amendment if it involves dollars.

Critical Task Work Order information:

-Consultant preparation of a Letter of Response (LOR) and participation in an interview with other shortlisted firms are not coded directly to a project when consultants complete their timesheets. These are considered overhead and should be coded as such on the Consultants timesheet.

-This is similar to the consultant’s time spent to add a sub to a contract, fee analysis / development for a particular task work order and are all services that should not be reimbursed on the contract. Costs related to these activities should be considered overhead for the Consultant. These will figure into the Consultant’s next year’s overhead rate calculation.

-Preparation of the scope’s task should be completed by a Department employee. The FDOT Project Manager needs to develop a ½ page – 1 page Scope. The FDOT PM should be able to articulate what he/she needs to be completed by the Consultant. Once the Scope is given to the Consultant PM, the development of the fee proposal should not be considered reimbursable on the contract. The Consultant shall only charge the time worked on developing the fee proposal to their Overhead, and not on the contract. Costs related to these activities should be considered overhead for the Consultant. These will figure into the Consultant’s next year’s overhead rate calculation. The Department will ultimately pay that through Consultant’s next year’s approved overhead rate on any future contracts awarded in subsequent years.

This contract includes fully loaded rates. Review Section 2.2 Details of Compensation within contract.

Consultant Evaluation:

Professional Services procurements use a qualifications based selection where past performance is one of the factors for consideration in selection. Past work evaluations are part of the shortlist and final selection packages provided for review to the technical and selection committees for new procurements. In addition, final grades are required as part of the contract close out process. In accordance with Production Support’s Professional Services Consultant Work Performance Evaluation Procedure, Procedure No. 375-030-007, the Department’s Project Manager is responsible for completing interim and final performance evaluations for their contract.

For CEI Contracts: Evaluations are due every 6 months.

For all other Contracts: Annual Evaluation is required.

The Contract Evaluation (CE) application is no longer available in the mainframe. The system has been rewritten with a user friendly, web enabled interface. Help pages are available through the “CE Help” link.

Required AARF Access for Department’s Project Manager:

CITS Project Manager and Approver (Note: If you have never approved invoices within CITS, you must first request AARF Approval for CITS Project Manager and Approver access. AARF process will only be required once as long as you remain in the same cost center.)

Approving Invoices on Professional Services Contracts:

All invoices on Professional Services contracts are to be approved through the Consultant Invoice Transmittal System (CITS) in accordance with the contract. Please review Exhibit B Method of Compensation, within the contract, to see how many days you will need to approve the invoice by to be compliant. As project manager, you need to ensure you are familiar with the terms and conditions of your agreement, as they may vary by contract. Invoices not timely approved will result in an interest penalty to the Department. The project manager and other reviewers are responsible for approving invoices on their contract and ensuring this is done in a timely fashion.

Forms needed by Department’s Project Manager:

Please complete the CITS Authorization form. The form will be completed in DocuSign.

The CITS Authorization form must be completed for every new contract to be invoiced through CITS, or when there is a change to CITS Invoice Approvers during the life of the contract.

All Project Manager Forms are located on the Procurement SharePoint site.

Project Manager Forms:
350-030-10	Contract Invoice Transmittal System (CITS) Authorization
375-030-1A	Professional Services Request for Contract Amendment
375-030-25	Task Work Order for Professional Services
375-030-26	Task Work Order Amendment Form for Professional Services
375-030-50	Conflict of Interest/Confidentiality Certification Form
375-030-89	Funding Authorization Increase
375-030-90	Funding Authorization Decrease
375-030-94	Project Manager Lump Sum Acknowledgement
375-030-98	Notice to Proceed
375-030-99	Multiple Task Work Order Closeout Form for Professional Services Form
375-031-02	Multiple Task Work Order Time Extension form for Professional Services
375-040-34	Attestation Checklist
375-030-06	Professional Services Advertisement Request Form