Notice For Consultant Services
(Request For Qualifications)
Notice is hereby given that the West Virginia Department of Transportation, Division of Highways (DOH) is soliciting qualifications for the purpose of making available a list of pre-qualified Consultants to be utilized for management support roles. The work consists of preparing documents and estimates for consultant procurement, quality assurance review of consultant prepared plans, project management tasks, and providing direction and guidance on WVDOH design policy and standard industry practice. The WVDOH staff will retain authority of certain tasks identified in the Management Support Roles Policy, but other tasks will be the responsibility of the selected consultant. In addition to standard documents for review for qualification, prospective firms will submit the resume and qualifications of ONLY their staff members who will perform these tasks. The use of any staff not identified to the Division will not be allowed. The firm will supply completed Confidentiality Agreements and Conflict of Interest forms, available from Engineering Division's Consultant Services Section. It is anticipated that the selected firm's staff will be stationed at a DOH facility and shall follow all the personnel guidelines mandated by WVDOH Human Resources policies. This list of prequalified Consultants will be made available on the WVDOH website.
Once approved, that Consultant's name shall be placed on the list of Consultants prequalified to participate in this program and shall be considered pre-qualified and eligible for project selection beginning January 10, 2023 through December 31, 2027. Those Consultants selected and placed on a master list MUST resubmit their CCQQ (or Standard Form 330) each year on or shortly after the first day of January to remain on the list, or at any time any of the required information changes.
Pre-qualifications of Consultant(s) shall be based on an evaluation of the criteria requested which shall include but is not limited to design related experience; technical competence; capability to perform; and past performance.
All Consultants requesting to be considered MUST hold a valid Certificate of Authorization (COA) and have an individual who shall be in charge of the work, who will sign and seal all design documentation, plans, etc., and must be registered and licensed with the West Virginia Board of Professional Engineers.
The resume and qualifications of the submitted staff will be reviewed and evaluated based on WVDOH design experience. Additional highway and transportation experience should be included for additional evaluation. Selections will be based on detailed work experience supplied in the resume, as well as the firm's principal in charge assurances of reliability and competency. If it is determined that work is being performed at a substandard or inefficient manner the Division may elect to terminate the contract immediately.
Consultants interested in being considered for pre-qualification must submit a “Letter of Qualification" and one unpriced prospectus to DOH.consultantservices@wv.gov beginning January 10, 2023 through September 30, 2027.
Firms submitting LOQ's shall provide proof of the following. Replacement or addition of any staff member after the receipt of initial LOI prospectus, requires qualifications of the staff to be submitted for the director's approval. Firms failing to provide proper documentation as listed will be deemed nonresponsive and will result in disqualification
- Proof of registration with the WV Secretary of State's office (Certificate of Authorization AND print off of the Business Organization Detail sheet from the Business and Licensing Section of the WV Secretary of State's office Online Data Services)
- Certificate of Authorization from applicable State Professional Board(s) (Engineering and/or Surveying)
- Indirect Cost Desk Review Memo issued from WVDOT Transportation Auditing Division showing the most current approved overhead rate (valid as of LOQ submission date)
The prospectus shall include, as a minimum, the following items:
1. A completed copy of the Division's Consultant Confidential Qualification Questionnaire dated January 1, 2023 or later (a Standard Form 330 will also suffice as well), if not already on file. It must specifically indicate the staff levels by classification located in-state vs. out-of-state.
2. Location of the Consultant's home office or office(s).
3. Identification of software (including design software) that may potentially be utilized for this project.
4. Indication of whether a cost accounting system has been maintained and is in effect such that it is capable of segregating and identifying accumulating costs for each job that is performed under cost type projects.
5. A copy of a valid “Certificate of Authorization" to offer Engineering, Surveying, or other related services within the state, issued by the appropriate West Virginia Board.
A single “Letter of Qualification" and one unpriced prospectus are required and must contain all of the above information required to be considered. Failure to provide the required information and/or insufficient information will cause disqualification and the prospectus will be returned.
Prior to entering into any contract negotiations, the selected Consultant shall submit a current audited overhead rate computation performed by a State or Federal government agency or independent CPA firm. The submitted overhead audit shall contain a detailed exhibit of the computations with all applicable eliminations and references. The audit shall be done in accordance with Government Auditing Standards issued by the Comptroller General of the United States and all eliminations required by the Federal Acquisition Regulations will be made. The submitted certified audited overhead (Indirect Cost Rate) report shall include the certification, certifying that the allowability of costs used to establish the final indirect cost rate are in accordance with the FAR cost principles, or a verification indicating this certification was previously submitted and accepted by the cognizant agency. This requirement will be waived for the selected Consultant or any subconsultant when its portion of the fee for the project is less than Five Hundred Thousand Dollars ($500,000.00). In such instances, a company computed overhead rate may be utilized.
It is the policy of the West Virginia Department of Transportation, Division of Highways, that Disadvantaged and Women-owned Business Enterprises shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds.