1. society
2. work
3. contracts

Consultant Contracts
Invoicing and Contract
Management
Presented in cooperation with
1
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
May 12, 2015
Purpose:
•
To ensure consistency between design
firms for invoicing and contract
management.
Presented in cooperation with
2
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
May 12, 2015
Discussion Points:
•
Invoicing
•
•
•
•
Contract Waivers
•
•
•
•
Approvals (NTP) and Contract Amendments
MSA Contracts
•
3
$70/hour Salary Rate Cap
Salary Rate and Overhead Waivers
Supporting Documentation
Pre-MSA Contracts
•
•
Process
Format and Content
Sample Template
Approvals (NTP) and Contract Amendments
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
Invoicing
•
Process
All invoices shall be submitted to the appropriate Consultant Contracts
Administrator.
Currently:
Victoria Swanson
857-368-9318
Bridge Project Management, Room 6500
Jim Mannion
857-368-9467
Highway Engineering, Room 6340
4
•
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.
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
•
Format and Content
Schedules are no longer required with invoices. Schedules are due separately on
the 1st 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).
•
5
Sample Template
Review of standard Invoice.
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
6
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
7
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
8
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
9
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
10
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
11
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
12
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
Contract Waivers
•
•
13
$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.
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
•
•
14
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.
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
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
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
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
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
Contact Information
Victoria Swanson, Consultant Contracts Administrator
857-368-9318
[email protected]
Bridge Project Management, Room 6500
Jim Mannion, Consultant Contracts Administrator
857-368-9467
[email protected]
Highway Engineering, Room 6340
Dellren Lindsey, Contract Consultant
857-368-9312
[email protected]
Bridge Project Management, Room 6500
Michael Bloukos, Bridge Contract Manager
857-368-9355
[email protected]
Bridge Project Management, Room 6500
Michael Bastoni, MSA Contracts Manager
857-368-8789
[email protected]
Bridge Project Management, Room 6500
Michael Papadopoulos, Pre-MSA Contracts Manager
857-368-9334
[email protected]
Bridge Project Management, Room 6500
17
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015
Questions ???
18
| Leading the Nation in Transportation Excellence | www.mass.gov/massdot
5/12/2015