NEWS:

Notice:  Updated Annual Consultant Prequalification Information - Safe Harbor Indirect Cost Rate for Small or New Firms Available

As you are aware, prime consultants must be prequalified to perform engineering work on a MoDOT project or a federally funded LPA project. There are several items that are required to fulfill the prequalification requirement.

- Statement of Qualification
- Registered to do business in Missouri
- Current E-verify
- Financial Prequalification
- Federal Aid Basic Training Course (LPA Consultants ONLY)
- Bridge Forms (MoDOT Bridge Consultants ONLY)
- Bridge QC/QA Plan (MoDOT Bridge Consultants ONLY)

Often the financial prequalification portion of the required documents is the most difficult to complete. In order to aid in the completion of the financial prequalification portion, MoDOT together with FHWA has adopted the "Safe Harbor Indirect Cost Rate" (SHR) option effective June 1, 2013. The SHR is a provisional overhead rate set at 110% that qualifying firms can elect to use in lieu of completing all the required documents for the financial prequalification. Consulting firms which use the SHR will be required to have an accounting system capable of accumulating and tracking direct labor and other direct costs by contract and segregating indirect costs. The expectation will be for the firm to establish a cost history for the development of an indirect cost rate for the next year in accordance with the Federal cost principles based on the actual costs of the firm.

The link below outlines the eligibility requirements for using the SHR.

Safe Harbor Eligibility Requirements

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Please note that there are new requirements in the MoDOT Solicitations for Workforce Diversity. This does not apply to LPA Solicitations.

Please note that all MoDOT Solicitations posted after April 15th, 2013 have a Workforce Diversity requirement contained within them. Specifically the solicitation states "Firm’s not providing a response on approach to workforce diversity will be considered non-responsive to this solicitation." This is not a requirement for LPA consultant solicitations at this time.

Also a reminder that all Prime Consultants must be prequalified to be considered for a MoDOT solicitation or a federally funded LPA consultant solicitation. Specifically the solicitation states "Firm’s that are not current on all of the required prequalification categories found in MoDOT’s Approved Consultant Prequalification List at the date of the solicitation expiration will be considered non-responsive."

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Consultant Invoicing Requirements

Consultant Service Invoice FAQ's  (click here)

There is a clarification in the EPG dated 8/22/12 on consultant invoicing requirements. As you all are aware we are requiring the use of our template invoice for consultants. The question came up about what the requirements were for sub-consultants. Listed below will be the new language provided in the EPG.

The invoice template MUST be used for prime consultant invoices. Sub-consultants who have a contract with the prime that is greater than $25,000 must either use the invoice template or provide all information that is listed in this invoice template to be considered acceptable.

We strongly encourage the use of the invoice template for those sub-consultants with contracts in excess of $25,000 to ensure invoices contain the all the information that is required for reimbursement and to avoid sending invoices back for correction.

MoDOT & LPA Engineering Consultant Invoicing Requirements

The new LPA and MoDOT engineering consultant invoices are now required to be used. This requirement went into effect July 1, 2012. MoDOT has developed an Excel version of the invoice to replace the old Word version that was previously used. The new versions are currently available on MoDOT's website and can be found as listed below:

CLARIFICATION: For all existing contracts that have been previously invoiced (prior to July 1, 2012), the consultant only needs to show information on the current phase of the contract in the Progress Report section of the invoice. For example (see example below), if a consultant has completed preliminary plans, right of way plans, final plans, and is currently working on construction inspection; the invoice only needs to show the history on the construction inspection phase since that is the current phase of work.

For all new contracts that have not been previously invoiced (as of July 1, 2012), all information in the invoice must be filled out.

EXAMPLE (for existing projects only): Section 4: Progress Report - % Complete & DBE

If you have any questions, you may contact Jerica Holtsclaw at 573-526-8484.

To report web site issues or questions, please contact Sandra Riley at (573) 522-2002 or at PreQual@modot.mo.gov.