Consultant Contracts Invoicing and Contract Management 1 July 17, 2015
Purpose: To ensure consistency between design firms for invoicing and contract management. 2 July 17, 2015
Discussion Points: Invoicing Process Format and Content Sample Template Contract Waivers $70/hour Salary Rate Cap Salary Rate and Overhead Waivers Supporting Documentation Pre-MSA Contracts Approvals (NTP) and Contract Amendments MSA Contracts Approvals (NTP) and Contract Amendments 3
Invoicing Process All invoices shall be submitted to the appropriate Consultant Contracts Administrator. Currently: Alp Cigman, Consultant Contracts Administrator 857-368-9359 Bridge Project Management, Room 6500 Jim Mannion 857-368-9467 Highway Engineering, Room 6340 Do NOT send invoices directly to Project Managers. Wait a minimum of thirty (30) days before checking Invoice Status. Only one single-sided paper copy with one (1) Estimate of Fee sheet to be submitted with NO staples. 4
Format and Content Schedules are no longer required with invoices. Schedules are due separately on the 1 st Friday of every month. Dates of services (for prime) should never exceed 90 days. M/W/DBE form must be completed and submitted with every invoice. Assignment NTP letters and backup required ONLY for first time invoicing for an applicable assignment. Subsequent invoices should only contain an NTP for amendments that have changed an assignment fee during the invoice dates of service. Certified payroll, narratives and progress reports only needed for assignments being invoiced (do not include detailed payroll sheets). Sample Template Review of standard Invoice. 5
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Contract Waivers $70/hour Salary Rate Cap The salary rate cap on A&E contracts has been increased to $70.00 per hour. This increase will only be applicable to new contracts executed on or after January 1, 2015, and to existing contracts that are modified with a time extension on or after January 1, 2015. Salary Rate and Overhead Waivers Rate waivers are only considered for work that is unique to a certain discipline and requires skills and experience beyond what is required for a typical bridge or roadway project. Need adequate justification for salary rate waivers. Prior approved rate waivers do not justify approval for subsequent assignments. Overhead waivers are typically only for firms that incur higher than normal overhead rates due to maintaining specialized facilities, equipment and staff for laboratory and field testing required when performing these services. 13
Supporting Documentation Requests for salary or overhead rate waivers must be submitted under separate cover letter with justification and breakdown of estimated work hours along with scope being performed. Once received and reviewed, final approval will be requested thru the Chief Engineer. No work can be invoiced at the higher rates until approval is granted in writing. 14
Pre-MSA Contracts Approvals (NTP) and Contract Amendments All assignment transmittals shall include a copy to the Contract Manager. No work shall commence until NTP is provided in writing with an effective date. If verbal authorization is given by the Project Manager, please notify the contract manager to ensure funding is in place prior to commencing work. In the case of a verbal authorization, the Consultant shall prepare and submit to the PM (with a copy to the Contract Manager) the Increase In Assignment Hours Form (C-2) for signature. This form must be submitted within two (2) weeks for the file. Direct expenses are limited to a maximum of $50,000 for any sub-consultants without a current audit. This is cumulative for the Contract, not each assignment. Re-allocating direct expenses between sub-consultants or from a sub-consultant to limiting fee for the prime requires a letter of acknowledgement from the sub-consultant and authorization from MassDOT to transfer funds prior to invoicing. Amendment requests will require necessary backup with scope and estimated increase in hours for all requests (even verbal authorizations). Extension of time and contract increases require a minimum of 4 to 5 weeks to process. 15
MSA Contracts Approvals (NTP) and Contract Amendments All assignment transmittals shall include a copy to the Contract Manager. Individual Assignments have no funding in place until a fee proposal is submitted, approved by a Project Manager and vetted through the funding approval process (~3 weeks from Project Manager approval). The earliest any Assignment can be NTP d is the date the funding is approved. Invoicing can not reflect dates of service prior to the NTP date. Contract Amendment letter received from Contracts and Records Section is not an Assignment NTP. The NTP is provided by the Section head. No verbal approvals allowed under MSA contracts if a Project Manager provides verbal approval, notify contract manager immediately and prior to beginning any work. Special Engineering shall not be added to any proposals This is added to assignments at MassDOT s discretion based on project need. Special Engineering is not part of the Assignment s available funding and is not for use without written approval. Work beyond the approved Total Limiting Fee & Direct Expense budget is not allowed and any billing prior to written approval will be at the risk of the Consultant. Be mindful of available budget (excluding Special Engineering) and submit Extra Work Orders/Assignment Amendments well in advance of budget depletion (enough time for Project Manager to negotiate and 3 week funding approval). 16
Contact Information Joseph A. Pavao, Jr., P.E., Consultant Contracts Supervisor 857-368-9287 joseph.pavaojr@dot.state.ma.us Bridge Project Management, Room 6500 Alp Cigman, Consultant Contracts Administrator 857-368-9359 Alp.Cigman2@dot.state.ma.us Bridge Project Management, Room 6500 Jim Mannion, Consultant Contracts Administrator 857-368-9467 James.Mannion@dot.state.ma.us Highway Engineering, Room 6340 Dellren Lindsey, Contract Consultant 857-368-9312 Lindsey@dot.state.ma.us Bridge Project Management, Room 6500 Michael Bloukos, Bridge Contract Manager 857-368-9355 Michael.Bloukos@dot.state.ma.us Bridge Project Management, Room 6500 Michael Bastoni, Contracts Manager 857-368-8789 Michael.Bastoni@dot.state.ma.us Bridge Project Management, Room 6500 17 Michael Papadopoulos, Contracts Manager 857-368-9334 Michael.Papadopoulos@dot.state.ma.us Bridge Project Management, Room 6500