Michigan Department CHECKLIST TO DESIGNATE …...Cell: (517) 243-9473 Email:...

Michigan Department of Transportation

5100B (03/18) CHECKLIST TO DESIGNATE AREAS OF EVALUATION

FOR REQUESTS FOR PROPOSAL (RFP) of 2

REQUISITION NUMBER DUE DATE TIME DUE

MDOT PROJECT MANAGER JOB NUMBER (JN) CONTROL SECTION (CS)

DESCRIPTION

MDOT PROJECT MANAGER: Check all items to be included in RFP.

WHITE = REQUIRED ** = OPTIONAL

Check the appropriate Tier in the box below

CONSULTANT: Provide only checked items below in proposal When applicable, Best Value scoring criteria is listed separately in the RFP.

TIER 1 ($50,000 - $150,000)

TIER II ($150,000-$1,000,000)

TIER III (>$1,000,000)

Understanding of Service **

Innovations

Organizational Chart

Qualifications of Team

Quality Assurance/Quality Control **

Location: The percentage of work performed in Michigan will be used for all selections unless the project is for on-site inspection or survey activities, then location should be scored using the distance from the consultant office to the on-site inspection or survey activity.

N/A N/A Presentation **

N/A N/A Technical Proposal (if Presentation is required) 7 pages (MDOT

Forms not counted) 14 pages (MDOT forms not counted)

Total maximum pages for RFP not including key personnel resumes. Resumes limited to 2 pages per key staff personnel.

PROPOSAL AND BID SHEET E-MAIL ADDRESS – [email protected]

GENERAL INFORMATION

Any questions relative to the scope of services must be submitted by e-mail to the MDOT Project Manager. Questions must be received by the Project Manager at least five (5) working days prior to the due date and time specified above. All questions and answers will be placed on the MDOT website as soon as possible after receipt of the questions, and at least three (3) days prior to the RFP due date deadline. The names of vendors submitting questions will not be disclosed.

MDOT is an equal opportunity employer and MDOT DBE firms are encouraged to apply. The participating DBE firm, as currently certified by MDOT’s Office of Equal Opportunity, shall be listed in the Proposal.

MDOT FORMS REQUIRED AS PART OF PROPOSAL SUBMISSION

5100D – Request for Proposal Cover Sheet 5100J – Consultant Data and Signature Sheet (Required for all firms performing non-prequalified services on this project.)

(These forms are not included in the proposal maximum page count.)

N/A

N/A N/A

3 pages (MDOT Forms not counted) Resumes will only

be accepted for Best Value Selections.

The Consultants will receive an e-mail reply/notification from MDOT when the proposal is received. Please retain a copy of this e-mail as proof that the proposal was received on time. Consultants are responsible for ensuring that MDOT receives the proposal on time.* Contact Contract Services Division immediately at 517-373-4680 if you do not get an auto response.

mailto: [email protected]

MDOT 5100B (03/18) of 2

The Michigan Department of Transportation (MDOT) is seeking professional services for the project contained in the attached scope of services.

If your firm is interested in providing services, please indicate your interest by submitting a Proposal, Proposal/Bid Sheet or Bid Sheet as indicated below. The documents must be submitted in accordance with the latest (Consultant/Vendor Selection Guidelines for Services Contracts.”

RFP SPECIFIC INFORMATION

ENGINEERING SERVICES BUREAU OF TRANSPORTATION PLANNING OTHER

THE SERVICE WAS POSTED ON THE ANTICIPATED QUARTERLY REQUESTS FOR PROPOSALS NO YES DATED ____________________ THROUGH __________________

Prequalified Services – See the attached Scope of Services for required Prequalification Classifications.

Non-Prequalified Services – If selected, the vendor must make sure that current financial information, including labor rates, overhead computations, and financial statements, is on file with MDOT’s Office of Commission AuditsThis information must be on file for the prime vendor andall sub vendors so that the contract will not be delayed. Form 5100J is required with proposal for all firms performing non-prequalified services on this project.

For all Qualifications Based Selections, the selection team will review the information submitted and will select the firm considered most qualified to perform the services based on the proposals. The selected firm will be asked to prepare a priced proposal. Negotiations will be conducted with the firm selected.

For a cost plus fixed fee contract, the selected vendor must have a cost accounting system to support a cost plus fixed fee contract. This type of system has a job-order cost accounting system for the recording and accumulation of costs incurred under its contracts. Each project is assigned a job number so that costs may be segregated and accumulated in the vendor’s job-order accounting system.

Qualification Based Selection / Low Bid – Use Consultant/Vendor Selection Guidelines. See Bid Sheet instructions for additional information.

For Qualification Review/Low Bid selections, the selection team will review the proposals submitted. The vendor that has met established qualification threshold and with the lowest bid will be selected.

Best Value – Use Consultant/Vendor Selection Guidelines, See Bid Sheet Instructions below for additional information. The bid amount is a component of the total proposal score, not the determining factor of the selection.

Low Bid (no qualifications review required – no proposal required.)

BID SHEET INSTRUCTIONS

Bid Sheet(s) are located at the end of the Scope of Services. Submit bid sheet(s) with the proposal, to the email address: [email protected]. Failure to comply with this procedure may result in your bid being rejected from consideration.

MDOT and ACEC created a Partnership Charter Agreement which establishes guidelines to assist MDOT and Consultants in successful partnering. Both the Consultant and MDOT Project Manager are reminded to review the ACEC-MDOTPartnership Charter Agreement and are asked to follow all communications, issues resolution and other procedures and guidance’s contained therein.

Qualification Based Selection - Use Consultant/Vendor Selection Guidelines.

PARTNERSHIP CHARTER AGREEMENT

http://www.michigan.gov/documents/mdot/ACEC_PartnershipCharterAgreement_1-27-12_399925_7.pdf

http://www.michigan.gov/documents/mdot/ACEC_PartnershipCharterAgreement_1-27-12_399925_7.pdf

mailto:[email protected]

PROPOSAL REQUIREMENTS

Proposals must be submitted for this project electronically. Proposal submittal requirements are

listed in PART IV – INSTRUCTION FOR SUBMITTING PROPOSALS

at the following link http://www.michigan.gov/documents/MDOT_Consultant-

Vendor_Selection_Guidelines-0106_145222_7.pdf?20150707153457

FINANCIAL REQUIREMENTS FOR NON-PREQUALIFIED VENDORS

http://www.michigan.gov/documents/mdot/Financial_Requirements_for_Non_Prequalified_Ven

dors_605817_7.pdf

E-VERIFY REQUIREMENTS

E-Verify is an Internet based system that allows an employer, using information reported on an

employee’s Form I-9, Employment Eligibility Verification, to determine the eligibility of that

employee to work in the United States. There is no charge to employers to use E-Verify. The

E-Verify system is operated by the Department of Homeland Security (DHS) in partnership with

the Social Security Administration. E-Verify is available in Spanish.

The State of Michigan is requiring, under Public Act 200 of 2012, Section 381, that as a

condition of each contract or subcontract for construction, maintenance, or engineering services

that the pre-qualified contractor or subcontractor agree to use the E-Verify system to verify that

all persons hired during the contract term by the contractor or subcontractor are legally present

and authorized to work in the United States.

Information on registration for and use of the E-Verify program can be obtained via the Internet

at the DHS Web site: http://www.dhs.gov/E-Verify.

The documentation supporting the usage of the E-Verify system must be maintained by each

consultant and be made available to MDOT upon request.

It is the responsibility of the prime consultant to include the E-Verify requirement documented in

this NOTIFICATION in all tiers of subcontracts.

DIGITAL SIGNATURE OF CONTRACTS

On January 1, 2018, Contract Services Division intends to fully implement the use of CoSign as

the exclusive software for digitally signing all consultant contracts and consultant contract

related documents. All other digital signing methods will no longer be accepted.

Prior to using CoSign, all external partners must apply for a free digital signature user account by

submitting a MDOT Digital Signature Certificate Request Form.

http://www.michigan.gov/documents/MDOT_Consultant-Vendor_Selection_Guidelines-0106_145222_7.pdf?20150707153457

http://www.michigan.gov/documents/MDOT_Consultant-Vendor_Selection_Guidelines-0106_145222_7.pdf?20150707153457

http://www.michigan.gov/documents/mdot/Financial_Requirements_for_Non_Prequalified_Vendors_605817_7.pdf

http://www.michigan.gov/documents/mdot/Financial_Requirements_for_Non_Prequalified_Vendors_605817_7.pdf

https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=2122.pdf

2017 Insurance Update – MDOT 3.9.17

At a minimum, the insurance types and limits identified below, may be required from the selected consultant, prior to contract award.

.

Required Limits Additional Requirements

Commercial General Liability Insurance

Minimal Limits:

$1,000,000 Each Occurrence Limit

$1,000,000 Personal & Advertising Injury Limit

$2,000,000 General Aggregate Limit

$2,000,000 Products/Completed Operations

Consultants must have their policy endorsed

to add “the State of Michigan, its

departments, divisions, agencies, offices,

commissions, officers, employees, and

agents” as additional insureds

Automobile Liability Insurance

Minimal Limits:

$1,000,000 Per Occurrence

Workers' Compensation Insurance

Minimal Limits:

Coverage according to applicable laws

governing work activities.

Waiver of subrogation, except where waiver is

prohibited by law.

Employers Liability Insurance

Minimal Limits:

$500,000 Each Accident

$500,000 Each Employee by Disease

$500,000 Aggregate Disease

Professional Liability (Errors and Omissions) Insurance

Minimal Limits:

$1,000,000 Per Claim

The Insurer shall provide at least thirty (30) days written notice of cancellation. The Prime Consultant will be responsible to verify subconsultant(s) compliance with MDOT’s insurance requirements.

Final Posted Scope: 5/14/2018 1

Michigan Department of Transportation

SCOPE OF SERVICE

FOR

“AS NEEDED” DESIGN SERVICES

Bridge Inspection and Bridge Load Rating QA/QC

CONTROL SECTION(S): Various

JOB NUMBER(S): Various

PROJECT LOCATION: Statewide

Services will be performed at various locations statewide, including Local Agency and Michigan

Department of Transportation (MDOT) facilities. Field review locations will be determined during

preliminary activities. A list of Local Agency and MDOT Bridge Owners will be provided to the

CONSULTANT during the priced proposal phase.

PROJECT DESCRIPTION: Work involved in the design of the project consists of: Perform “as-needed” bridge inspection and

bridge load rating quality assurance (QA) and quality control (QC) tasks to ensure that the quality

of the National Bridge Inventory (NBI) inspections and load rating analyses are in accordance with

the National Bridge Inspection Standards (NBIS) and MDOT policies and procedures.

The primary function of QA is to verify that QC procedures are being performed throughout the

inspection and load rating processes, and that the QC procedures are effective in ensuring

consistency and uniformity. The QC procedures, safety inspections, and load rating analyses may

be performed within the bridge owner’s organization (in-house) or may be completed by a

consultant hired by the bridge owner.

Full time services will not be required at all times. This Scope of Service is for “as-needed”

services based on the intermittent needs of MDOT. It must be noted that this is not a guarantee

that MDOT will use the CONSULTANT’S services.

Up to two (2) CONSULTANTS will be chosen for “as-needed” contracts of approximately

$500,000 each. The number of structures assigned to each CONSULTANT will be determined

by future needs.

ANTICIPATED SERVICE START DATE:

July 2018

ANTICIPATED SERVICE COMPLETION DATE: July 2020

This selection is for a two year period.

DBE PARTICIPATION REQUIREMENT: NONE


PRIMARY PREQUALIFICATION CLASSIFICATION(S):

Design – Bridges: Safety Inspection

Design – Bridges: Load Rating

SECONDARY PREQUALIFICATION CLASSIFICATION(S):

Design – Bridges: Complex

MDOT PROJECT ENGINEER MANAGER:

Brian Zakrzewski, P.E, Bridge Safety Inspection Program Manager

MDOT Bureau of Bridges and Structures

6333 Lansing Road, Lansing, Michigan 48917

Cell: (517) 243-9473

Email: [email protected]

Allie Nadjarian, P.E., Load Rating Engineer

MDOT Bureau of Bridges and Structures

Van Wagoner Building

425 W. Ottawa Street, P.O. Box 30050, Lansing, MI 48909

Office: (517) 373-9686

Email: [email protected]

REQUIRED MDOT GUIDELINES AND STANDARDS:

This work is focused on the National Bridge Inspection Program (NBIP) and the bridges that

qualify under that program.

Applicable standards / guides are:

National Bridge Inspection Standards, 23-CFR-650

NHI Bridge Inspection Reference Manual (2012 BIRM)

FHWA Recording and Coding Guide for SI&A of the Nations Bridges

AASHTO Manual for the Bridge Evaluation

AASHTO Standard Specifications for Highway Bridges

AASHTO LRFD Bridge Design Specifications

AASHTO CoRe Element Guide

Michigan SI&A Coding Guide

MDOT NBI Rating Guidelines

MDOT Bridge Inspection Frequency Guidelines

MDOT Bridge Analysis Guide (current version)

MDOT Policy & Modeling Preferences

Michigan Bridge Element Inspection Manual (MiBEIM)

Michigan Structure Inspection Manual (MiSIM)

AASHTO Movable Bridge Inspection, Evaluation, and Maintenance Manual (2017)

MDOT RFA Priority Level Guidelines (Draft)

MDOT Coding and Managing Bridges for Scour Vulnerability




PROJECT TEAM REQUIREMENTS: The CONSULTANT will provide a team of individuals that will be technically qualified and cost

effective. For safety purposes, all field site visits must be done by a two-person team. The

CONSULTANT will staff the number of teams necessary to complete the project in the allotted time.

The requirements listed below are in addition to the prequalification requirements.

A. Project Manager

The CONSULTANT will provide a Project Manager (PM) who will be responsible for the

overall coordination of the project and all administrative aspects of the project, including

invoice preparation. The CONSULTANT PM will coordinate the daily activities of all team

members and will be the primary contact with the MDOT PM. The CONSULTANT PM may

also act as a QA Engineer or Staff Assisting the QA Engineer if all requirements are met.

The following are the minimum qualifications for this position:

1. Professional registration as an engineer or structural engineer, licensed to practice

in the State of Michigan.

2. Five years of documented experience in project supervision.

3. A thorough understanding of the National Bridge Inspection Program (NBIP) and

the National Bridge Inspection Standards (NBIS).

4. Knowledge of load rating requirements, including MDOT policy and practices, the

MDOT Bridge Analysis Guide (BAG), the AASHTO Manual for Bridge

Evaluation (MBE), and the AASHTO LRFD and LFD Specifications.

5. Documented skills in technical writing.

Only one manager level position will be allowed and paid for on this project.

B. QA Inspection Engineer(s) The CONSULTANT will provide an engineer(s) to lead the QA Inspection team(s). They

will perform the inspection tasks described in the Description of Work. The QA Inspection

Engineer will sign the review forms and final report.




2. Seven years of documented experience in bridge safety inspection per the NBIP

and the NBIS.

3. Meet the NBIS experience and training requirements to be a Team Leader, as

described in the Michigan Structure Inspection Manual (MiSIM).


4. Documented training of at least 3 of the 4 items below:

Fractural Critical Inspection Techniques for Steel Bridges

(NHI-130078)

Stream Stability and Scour at Highway Bridges for Bridge Inspectors

(NHI-135047)

Plan of Action for Scour Critical Bridges

(NHI-135085)

Underwater Bridge Inspection

(NHI-130091)

5. Documented experience with the following:

Fatigue Sensitive Details

Creating Scour Action Plans

MiBRIDGE web application

C. Staff Assisting QA Inspection Engineer(s)

Some bridges may require re-inspection or field work at the bridge site. All field work

must be done by a two-person team for safety purposes. This position will support and

assist the QA Inspection Engineer in all QA review tasks in the office and field.

D. QA Load Rating Engineer(s)

The CONSULTANT will provide an engineer(s) to lead the Load Rating QA team(s) in the

various load rating tasks described in the Description of Work. The CONSULTANT QA

Load Rating Engineer will sign the review forms and quarterly report.




2. Five years of documented experience load rating bridges in the State of Michigan,

including three years minimum of documented experience using AASHTOWare

Bridge Rating (BrR) software.

3. A thorough understanding of the NBIS Load Rating requirements, including

MDOT policy and practices, the MDOT Bridge Analysis Guide (BAG), the

AASHTO Manual for Bridge Evaluation (MBE), and the AASHTO LRFD and

LFD Specifications.

4. Documented and working knowledge of load rating analysis methods.

It is recommended that the CONSULTANT(S) use a sub-consultant to assure adequate staffing

to best meet inspection and load rating requirements.

E. Staff Assisting QA Load Rating Engineer(s) The CONSULTANT will provide adequate load rating engineer(s) to perform the tasks

described in the Description of Work. A Load Rating Engineer (LRE) is responsible for


performing load rating analyses in accordance with current MDOT, FHWA and AASHTO

practices, guidelines, policies, and standards. A Load Rating Reviewer (LRR) is

responsible for independently checking the load rating calculations, inputs of structure data

into the computer software model, and the use of sound engineering judgment. Both the

LRE and the LRR are responsible for signing and dating the Load Rating Assumptions and

Summary forms.


1. LRR shall possess a professional registration as an engineer or structural engineer,

licensed to practice in the State of Michigan.

2. LRE preferably shall possess a professional registration as an engineer or structural

engineer, licensed to practice in the State of Michigan.

3. Five years (LRR) and three years (LRE) of documented experience load rating

bridges in the State of Michigan.

4. Demonstrate a working knowledge of load rating requirements and practices,

MDOT Policy and practices, the MDOT Bridge Analysis Guide, MBE, and

AASHTO LRFD and LFD Specifications.

5. Three years minimum of documented experience using AASHTOWare software to

model bridges.

The CONSULTANT must have the administrative and clerical support necessary to efficiently process

the reports and support the project.

MDOT RESPONSIBILITIES:

A. Schedule and/or conduct the following:

1. Kick-off Meeting

B. Provide the following documents for use by the CONSULTANT during the inspection

and load rating QA/QC review process. The intent is to keep the process uniform,

consistent and to streamline the procedures to enhance efficiency. Several of the

documents will be completed by the CONSULTANT on-site to document the review

details in a systemic way. Samples of the documents are included in Attachment A.

Proposed revisions should be presented to the MDOT PM for approval.

1. Initial Introduction Letter

This is a letter from MDOT to the bridge owner introducing the CONSULTANT and

explaining the bridge safety inspection and load rating QA/QC process reviews.

The CONSULTANT is responsible for sending these letters on behalf of MDOT.


2. Initial Meeting Agenda

This is a standardized meeting agenda to explain the review process and capture the

owner’s responses to QC questions. A handwritten copy will be left with the bridge

owner.

3. Closeout Meeting Agenda

This is a standardized meeting agenda to explain and document the findings of the

review to the bridge owner. A handwritten copy will be left with the bridge owner

and should include a list of the reference materials left with the owner.

4. Bridge Owner’s Feedback Form

This form will be given to the bridge owner after the review to allow the owner

direct communication with MDOT.

5. Quality Assessment Checklist

This is a checklist of items evaluating the agency’s inspection and load rating

quality control processes and the CONSULTANT’S QA and/or QC review.

CONSULTANT RESPONSIBILITIES: In accordance with the NBIS Section 650.313 (g), Quality Control and Quality Assurance, MDOT

is responsible for assuring systematic quality control (QC) and quality assurance (QA) procedures

are used to maintain a high degree of accuracy and consistency in the bridge inspection and load

rating program.

The CONSULTANT will complete bridge inspection and bridge load rating quality assurance and

quality control (QA/QC) reviews of agencies delegated bridge ownership responsibilities per the

NBIS. Bridge owners include MDOT, Counties, Cities, and Villages. The QA/QC reviews

include a periodic field review of inspection teams, periodic bridge inspection refresher training

for program managers and team leaders, and an independent review of inspection reports and load

rating calculations.

This program aims to improve the bridge owner’s inspection and load rating program(s), enhance

the safety of the motoring public and better evaluate the management of Michigan’s bridges. The

expectation of all parties is that no human endeavor is perfect, and that improvement is beneficial

to the bridge owner and therefore to all users. This is not an audit and there is no element of

surprise in the agency visits. The agency under review and the bridge owner will be advised of

the visit ahead of time and will be encouraged to be prepared for it.

Communication is necessary to get the most value out of this process and to efficiently complete

the tasks. The first presumption of the QA team will be that the bridge owner, inspector, and load

rating engineer desire the best possible process and that the input from this QA review is given in

that spirit. The QA team will work with bridge owners and their inspectors and load rating

engineers. Any conflicts will be referred to the MDOT PM for resolution.

The CONSULTANT will be provided with a list of approximately 30 to 60 local agencies, including

counties, cities and municipalities, and one MDOT region for review.


The MDOT PM will periodically attend field reviews conducted by the CONSULTANT for quality

assurance of this contract. Additionally, the first three (3) agency reviews will be completed and

submitted to the MDOT PM one week ahead of the progress meeting. The submittal will be

reviewed for accuracy and completeness. All subsequent reports will incorporate the findings of

this review.

The Federal Highway Administration Michigan Division may also observe the review process and

provide comments.

A. Preliminary Activities

1. Project Initiation Meeting

The CONSULTANT and the MDOT PM will meet to coordinate the development of

the tasks noted below and to develop time frames for presenting this work.

2. Review network data

The CONSULTANT will be assigned access to the Michigan Bridge Management and

Inspection System (MiBRIDGE) to obtain a list of the structures in each agency’s

inventory, as well as each structure’s pertinent condition, load rating, material and

geometric data. From the MiBRIDGE output report, the CONSULTANT will record

various bridge inventory information on the Quality Assessment Checklist. The

CONSULTANT will analyze each agency’s inventory data for consistency, accuracy,

and adherence to the bridge rating and load rating guidelines. Structures with

inconsistencies will be candidates for further review.

3. Generate Preliminary Bridge Review List

Using the network information from MiBRIDGE, the CONSULTANT will select a

sample of structures from the agency’s network to review. The sample will include

20% of the bridge owner’s inventory, with a minimum of one bridge, and will

include bridges with the following characteristics:

Various material / structure types (Steel, Concrete, Culvert, Fracture

Critical etc.)

At least one poor structure, if applicable

At least one posted structure, if applicable

Different inspectors and load rating engineers, if applicable

Located on an NHS

Scour Critical

The CONSULTANT may be directed by the MDOT PM to include additional bridges

as necessary.

4. Establish a work plan

The work plan must be organized to minimize travel and account for the post review

report development and a closeout meeting with the bridge owner. The amount of


time spent at each agency will be a function of their network size and the QC

procedures used by the bridge owner.

The CONSULTANT will provide the MDOT PM with a work plan that includes the

following:

A Gantt chart showing all agency visits and travel requirements.

The bridge review list for each agency and the network information for each

bridge owner.

A typical meeting agenda

5. Contact the bridge owner and set a date for the agency visit

The CONSULTANT will send the Initial Introduction Letter and will follow up via

phone contact to schedule a meeting with the bridge owner. It is recommended that

the bridge owner’s inspector, load rating engineer, and/or consultant are in

attendance for this meeting. Two weeks ahead of the meeting, an email will be sent

to verify the meeting and to request confirmation. Contact information for the

bridge owners will be provided by the MDOT PM.

If the agency cannot, or refuses to, schedule an appointment that reasonably fits

within the timeframe of the work, the CONSULTANT will contact the MDOT PM.

6. Identify the QC procedures used by the bridge owner

Contact the bridge owner and identify the inspection and load rating QC measures

routinely performed. For inspection, if the agency is not performing QC

procedures, or if the QC procedures are insufficient, the CONSULTANT will perform

inspection QC in lieu of inspection QA. If the agency has an effective inspection

QC process, the CONSULTANT will perform inspection QA only. The CONSULTANT

will use the Quality Assessment Checklist to determine which inspection task (QA

or QC) will most likely be required for each agency to accurately estimate the time

needed for each visit. For load rating, the CONSULTANT will perform a load rating

QA/QC review for all structures on the Bridge Review List.

7. Preliminary Activity Review

The CONSULTANT will review the information compiled in the preliminary tasks

above and will notify the MDOT PM of any potential problems. The CONSULTANT

will provide an electronic copy of the inspection and load rating data matrix for

each agency to the MDOT PM for review and approval. The CONSULTANT will

modify the work plan if necessary and provide a revised copy to the MDOT PM.

B. Agency Visits

1. Meetings

The CONSULTANT will conduct meetings with the bridge owner and their inspector,

load rating engineer and/or consultant at the bridge owner’s office. It is the bridge

owner’s choice to include their inspector, load rating engineer and/or consultant in

these meetings. If necessary, a list of questions or a request for additional


information can be left with the bridge owner for the inspector/engineer of record

to respond to later.

a. Initial meeting agenda items

Review the inspection and load rating QA/QC process

Review network data

Determine who performs the inspections (in-house/consultant)

Determine who performs the load rating analyses (in-house/consultant)

Determine details of inspection and load rating QC activities performed by

the agency

b. Closeout meeting agenda items

Review process findings

Submit inspection QA and/or QC file to the bridge owner

Load rating QC file will be provided to the bridge owner at a later date

c. Using the agenda, compile hand written meeting notes, including comments

from the bridge owner, the inspector, and/or load rating engineer. Leave a copy

with the bridge owner.

2. Review of Agency’s Quality Control Process: Inspection

The Consultant will compile the quality control information from the bridge owner

and review it for effectiveness. The activities and the tasks associated with quality

control will be dependent on factors relating to the network, such as size, condition

state, and complexity.

The CONSULTANT will document the agency's inspection QC procedures using the

“Review of Agency’s Quality Control Process: Inspection” Checklist. Based on

the information reviewed, the CONSULTANT will recommend either QA or QC.

Justification must be provided.

Factors to consider include, but are not limited to, whether the bridge owner or the

owner’s representative:

Reviews and maintains documentation of inspector qualifications

o Note that Routine Inspections must be performed by a Qualified Team

Leader (QTL) as defined by the NBIS. If it is determined that the

previous inspection work was not done by a QTL, the CONSULTANT will

contact the MDOT PM.

Performs file and field verification of condition ratings and comments

Checks the reports for a portion of their network for completeness and

accuracy

Checks the bridge files for a portion of their network for completeness and

accuracy

Employs inspection planning to insure appropriate resources and equipment

to complete the inspections on time


The CONSULTANT will compile the information and forms from the review for the

bridge owner’s QA/QC file.

3. Bridge Quality Assurance Review: Inspection

If the agency has an effective inspection QC process, the CONSULTANT will perform

inspection QA only. The CONSULTANT will compile a QA file and complete the

following quality assurance tasks for all structures on the Bridge Review List:

a. Bridge inspection file review

b. Verification of inspector credentials

c. Verification of diving inspector credentials

d. Inspection timeliness review

e. Inspection schedule review

f. MiBRIDGE review

See the “Bridge Quality Assurance Review: Inspection” checklist for additional

details.

In addition, the CONSULTANT will select a minimum of 50% of the bridges from the

Bridge Review List and complete the following tasks:

g. Review the bridge files for all items listed on the “Bridge Inspection File

Review Report”. These items include, but are not limited to, the following:

BSIR/CSIR Date

SI&A Date

Work Recommendations Date

Scoping Report Date

Quality Control Check Date (if applicable)

Level of detail in comments increases with a decrease in condition

rating

Michigan Elements (required for MDOT owned bridges and local

agencies with structures on NHS routes)

Any items described in the AASHTO Manual for Bridge Evaluation

(MBE), Chapter 2 – Bridge File Record, that are missing

h. Complete a field review to Routine Inspection standards. The CONSULTANT

will compare their condition ratings and corresponding comments with the

condition ratings and comments from previous inspection reports,

considering deterioration occurring since the last inspection, to ensure that


the QC process is effective. All field work must be done by a two-person

team for safety purposes.



4. Bridge Quality Control Review: Inspection

If the agency being reviewed has an effective quality control inspection process,

the work in this section will not be performed. If the agency is not performing

inspection quality control, or the quality control process is deemed ineffective, the

CONSULTANT will compile a QC file and complete the following quality control

tasks for all structures on the Bridge Review List:

a. Verification of inspector credentials.

b. Verification of diving inspector credentials

c. Inspection timeliness review

d. Inspection schedule review

e. Review pertinent information in MiBRIDGE for completeness, consistency

and adherence to the inspection guidelines. Review should include, but is

not limited to, the following:

Bridge Number

Inspector name

Last inspection date

Inspection frequency

Year built

Bridge type

SIA #41, Structure Open, Posted, or Closed to Traffic

SIA #48, Length of Maximum Span

SIA #58 - #60 with comments

SIA #64F, Federal Operating Rating and #66, Inventory Rating

SIA #64MB, Michigan Operating Rating

SIA #92, Critical Feature Inspection with dates

SIA #113, Scour Critical Bridges

Document any areas where there is a problem with the information and

determine if additional bridges should be added to the Bridge Review List.

The Updated Bridge Review List should be targeted to explore any issues

noted during the entire QA/QC Review process.


f. For all structures on the Updated Bridge Review list, the CONSULTANT will

review the bridge files for all items listed on the “Bridge Inspection File

Review Report”. These items include, but are not limited to, the following:

BSIR/CSIR Date

SI&A Date

Work Recommendations Date

Scoping Report Date

Quality Control Check Date (if applicable)

Level of detail in comments increases with a decrease in condition

rating

Michigan Elements (required for MDOT owned bridges and local

agencies with structures on NHS routes)

Any items described in the AASHTO Manual for Bridge Evaluation

(MBE), Chapter 2 – Bridge File Record, that are missing

The CONSULTANT will visit all bridges on the Updated Bridge Review list and

complete a field review to Routine Inspection standards. All field work must be

done by a two-person team for safety purposes.

If there appears to be a systemic problem in the reports completed by a particular

inspector, document the circumstances and review the network through

MiBRIDGE to determine if other structures need to be re-inspected. Contact the

MDOT PM to discuss the findings.

In the event that critical safety related deficiencies are identified, the MDOT PM

may request the CONSULTANT to complete a structural inspection in accordance

with the National Bridge Inspections Standards (NBIS), AASHTO’s Manual for

Bridge Evaluation (MBE), FHWA Bridge Inspector’s Reference Manual (BIRM),

AASHTO’s Movable Bridge Inspection, Evaluation, and Maintenance Manual

(2017), Michigan Structure Inspection Manual (MiSIM), and Michigan Bridge

Element Inspection Manual (MiBEIM). The structural inspection may include

detailed inspection of the superstructure elements, as well as substructure elements

above the water surface. The CONSULTANT will be expected to follow the most

current bridge specific inspection procedures and reporting processes.

The CONSULTANT will compile the information and forms from the review and

construct the QA/QC file for the bridge owner.

5. Review of Agency’s Quality Control Process: Load Rating

The CONSULTANT will compile the quality control information from the bridge

owner and review it for effectiveness. The activities and the tasks associated with

quality control will be dependent on factors relating to the network, such as size,

condition state, and complexity.

The CONSULTANT will document the agency's load rating QC procedures using the

“Review of Agency’s Quality Control Process: Load Rating” Checklist. Based on


the information reviewed, the CONSULTANT may recommend that the bridge owner

implement additional QC activities. Justification must be provided.

Factors to consider include, but are not limited to, whether the bridge owner or the

owner’s representative:

a. Reviews/maintains documentation of load rating engineer qualifications.

Note that the individual charged with the overall responsibility for a load

rating analysis must be a registered professional engineer as defined by the

NBIS. If it is determined that load rating analyses were not performed or

reviewed by a professional engineer, or were not reviewed by an

independent engineer, the Consultant will contact the MDOT PM.

b. Verifies that the current field conditions were used in the analysis

c. Confirms that the correct load rating methodology was used

d. Checks the load rating calculations / worksheets for a portion of their

network for accuracy

e. Reviews the load rating files for a portion of their network for completeness

and accuracy



6. Bridge Quality Assurance / Quality Control Review: Load Rating

The CONSULTANT will conduct load rating QA/QC reviews for all structures on the

Bridge Review List. If any of the selected structures do not have load rating

analyses on file, additional structures must be selected.

The CONSULTANT will compile a QA/QC file and complete the following quality

control tasks for all structures on the Bridge Review List:

a. Load rating file review

b. Verify credentials of load rating engineer

c. Verify that the analysis was reviewed by an independent engineer

d. Verify load posting information

e. Verify data entry in MiBRIDGE

f. Verify the accuracy of the load rating assumptions, software input and

output, support calculations and method of analysis.


g. Verify all supporting documentation is included with the load rating

analysis.

h. Verify analyses are in accordance with the NBIS, MBE and MDOT Policy

and Modeling Preferences.

If there appears to be a systemic problem in the analysis completed by a particular

load rating engineer, document the circumstance and review the network through

MiBRIDGE to determine if other structures need to be re-rated. Contact the MDOT

PM to discuss the findings.

In the event that critical safety related deficiencies are identified, the MDOT PM

may request the CONSULTANT to complete an independent load rating analysis in

accordance with the most current bridge load rating procedures and guides.

The CONSULTANT will compile the information and forms from the review and

construct the QA/QC file for the bridge owner.

C. Meetings

Several meetings will be necessary with MDOT and CONSULTANT staff throughout the

project duration. The location and time of the meetings will be established with as much

notice as possible and the CONSULTANT will provide an agenda to all participants. The

CONSULTANT will be responsible for all meeting minutes and will distribute them no later

than one week after the meeting.

1. Project Kick-Off Meeting

2. Weekly Progress Meetings

3. Agency Meetings, as detailed in Section B of this document.

D. Equipment

The CONSULTANT will be responsible for providing all the necessary inspection equipment.

Listed below are items that the CONSULTANT should consider for inclusion in their

proposal.

All MIOSHA requirements for personal safety equipment. Hard hats, safety shoes,

safety glasses, and safety vests must be worn in the field on site at all times.

Vehicle equipped with high visibility lighting to transport personnel and inspection

equipment to the site.

Apple iPad Pro or equivalent device.

All hand tools and inspection equipment will be provided by the CONSULTANT.

Cell Phones.

The CONSULTANT is required to have the use of a cell phone during the duration of the

project.


Purchase or rental of all the above equipment will not be considered for payment on this

project. The CONSULTANT will retain all of this equipment and depreciation of any of this

equipment for its use on the project will be considered as part of the CONSULTANT’s

overhead.

Under Bridge Inspection and Aerial Lift trucks will normally not be necessary to perform

this work. In the event that mechanical access equipment is necessary, it will be provided

by MDOT.

The CONSULTANT shall obtain the AASHTOWareTM Bridge Rating (BrR) software

(current version) by contacting the Bridge Load Rating Program at the Center for

Technology & Training.

E. Confidentially and Conflict of Interest Clause

The information obtained in this scope is confidential to the unit being reviewed and

MDOT. The CONSULTANT firm and all their employees are restricted from releasing any

information obtained under the contract to anyone other than the unit being review and

MDOT. Failure on the part of the CONSULTANT firm to maintain security of the records

could result in legal penalties.

The QA/QC Engineer cannot perform QA/QC on a structure for which they performed the

most recent inspection or load rating, or for which they are the Engineer of Record. The

CONSULTANT must notify the MDOT Project Engineer Manager of any task that may

invoke this conflict of interest. The tasks affected will be replaced by another task without

the conflict and the project estimate adjusted accordingly.

F. Maintenance of Traffic

All field work will be performed to Routine Inspection standards and traffic control will

be limited to that necessary for short duration parking on the shoulder of the road. In the

event that traffic control is necessary to investigate safety related deficiencies, MDOT will

provide traffic control.

DELIVERABLES:

A. Weekly QA/QC Summary

The Consultant will develop brief reports summarizing the efforts and accomplishments

that occurred during each week of the contract. The following includes the minimum

information that shall be provided:

QA/QC Review Date

Agency Name

Consultant or Team Leader reviewed

Review Type

MDOT Follow-up Actions

Comments describing deficiencies

A memorandum will be included for each agency that requires MDOT follow-up.

http://loadrating.michiganltap.org/software


B. Quarterly QA/QC Summary

The Consultant will develop quarterly reports compiling information from the agency

reviews with an analysis of the findings, noting patterns of consistent problems.

At minimum, the report will include the following information:

1. Narrative of the review process

2. Summary of each agency indicating:

a. Basic network information

b. QC inspection activities in the agency

c. QC load rating activities in the agency

d. QC inspection recommendations to the bridge owner

e. QC load rating recommendations to the bridge owner

f. All major faults

g. Follow-up actions and corrective action measures taken, if required

3. Agency visit meeting notes

4. Copies of the QA/QC forms from each agency

Quarterly reports will be provided in electronic Portable Document Format (PDF).

C. Annual QA/QC Summary

The Consultant will combine the data from the quarterly reports compiling information

from the agency reviews with an analysis of the findings, noting patterns of consistent

problems.

The report will offer suggestions to assist the department in improving the program.

The report will provide a matrix that summarizes QA/QC activities for all agencies

reviewed during the previous 12 months.

The Consultant will provide a draft report to the MDOT PM for review and approval. The

report will be written to compare previous findings and to analyze the effectiveness in the

QC and QA programs.

The final report will be provided in electronic Portable Document Format (PDF).

D. Statewide Review

The Consultant may be required to develop additional reports on an as-needed basis

concerning the statewide inventory. This work will require systematic review of structure

inventory and condition data. MiBRIDGE and information generated from database

queries will be used to complete these tasks. Follow-up notifications in writing will be

necessary to ensure that data deficiencies are corrected in MiBRIDGE. All correspondence

will need to be maintained in an organized manner for performance tracking and audit


reviews. The following includes examples of the reports that may be requested and

submitted to the MDOT PM:

1. Structures with Stay-In-Place False Decking Report

Biannual review and verification of all structures containing false decking. The

CONSULTANT shall review inspection reports to determine sufficient documentation

and relevant inspection procedures were utilized. When deficiencies are identified,

email notifications describing the issue shall be submitted directly to the current

bridge inspector, bridge owner, and MDOT PM. A summarized report detailing

the findings will be provided.

2. Inspection Frequency Justification Report

Biannual review of all inspection reports that were completed during the previous

six months for bridges in poor condition which contain comments justifying a

standard 24-month inspection frequency. The Consultant shall review the

frequency justification comment field and compare it to the comments for the

component(s) in poor condition. A report will be provided that describes whether

engineering judgement was utilized in the determination to not increase the

inspection frequency.

3. Inspection Timeliness Reports

Quarterly review to document that frequency intervals specified on inspection

reports have been achieved for routine, underwater, fracture critical, and other

special inspections. The Consultant shall utilize the compliance levels instituted by

the NBIS Oversight Program to prepare the report and provide it to the MDOT PM.

4. Waterway Documentation Reports

Quarterly review of structures spanning water to ensure that bridge owners and

team leaders are uploading necessary data to MiBRIDGE. The Consultant will

review each bridge to ensure that Stream Bed Cross-Sections and either a Level 1

Scour Assessment, Level 2 Scour Assessment, or Scour Depth Calculations have

been uploaded to MiBRIDGE. A report will be generated for each jurisdiction

identifying the structures which contain and do not contain sufficient

documentation.

5. Load Rating Reports

Quarterly review of data checks provided by the MDOT Load Rating Unit. The

Consultant shall prepare a report detailing the documentation or coding deficiencies

that were identified and corrected during the review period.

6. Load Posting Image Reports

Quarterly review of all posted bridges to ensure that images of the posting signs

have been uploaded to MiBRIDGE. The Consultant will verify that the posting

photo values are in alignment with NBI coding and match the values for Item 141

entered in MiBRIDGE. The Consultant will prepare a report detailing all structures

reviewed and highlighting structures where corrective action is necessary.


7. Complex Bridge Inspection Procedure Reports

Annual review of complex inspection procedures for all local agency owned

movable bridges. The Consultant will verify that the inspection procedures meet

FHWA requirements and contain all of the items identified in the MDOT Movable

Bridge Inspection Checklist. A summary for each bridge will be created that

identifies insufficient information.

8. Team Leader Qualification Report

Quarterly review of all inspection team leaders who entered a report in MiBRIDGE

during the previous three months. The Consultant will verify that the team leader

has maintained the necessary hourly recurrent training requirements and

professional licensure. The Consultant shall request certificates from the team

leaders as necessary. A report will be provided listing each team leader as well as

the recurrent training that has been achieved during the previous five years.

CONSULTANT PAYMENT – Actual Cost Plus Fixed Fee: As-Needed

Compensation for this project shall be on an actual cost plus fixed fee basis. This basis of

payment will include labor hours by classification or employee, hourly labor rates, applied

overhead, other direct costs, subconsultant costs, and applied fixed fee. The fixed fee for profit

allowed for this project is 11.0% or less of the cost of direct labor and overhead.

This scope is for “as needed” services. As such, the hours provided are only an estimate.

When separate, individual contracts are subsequently authorized for stand-alone work as part of

this selection, the Consultant will be entitled to the maximum fixed fee as negotiated during

scope/fee negotiations for the stand-alone contract, after the work is completed to the satisfaction

of MDOT.

The Consultant will be reimbursed a proportionate share of the fixed fee based on the portion of

the authorized total hours in which services have been provided to the Department where separate,

individual contracts are not authorized for stand-alone work. Fixed fee on these as needed

projects is computed by taking the percent of actual labor hours invoiced to labor hours authorized,

then applying that percentage to the total fixed fee authorized.

All billings for services must be directed to the Department and follow the current guidelines.

Payment may be delayed or decreased if the instructions are not followed.

Payment to the Consultant for services rendered shall not exceed the maximum amount unless an

increase is approved in accordance with the contract with the Consultant. Typically, billings must

be submitted within 60 days after the completion of services for the current billing. The final

billing must be received within 60 days of the completion of services. Refer to your contract for

your specific contract terms.

Direct expenses, if applicable, will not be paid in excess of that allowed by the Department for its

own employees in accordance with the State of Michigan’s Standardized Travel Regulations.

Supporting documentation must be submitted with the billing for all eligible expenses on the


project in accordance with the Reimbursement Guidelines. The only hours that will be considered

allowable charges for this contract are those that are directly attributable to the activities of this

project.

MDOT will reimburse the consultant for vehicle expenses and the costs of travel to and from

project sites in accordance with MDOT’s Travel and Vehicle Expense Reimbursement

Guidelines, dated May 1, 2013. The guidelines can be found at

http://www.michigan.gov/documents/mdot/Final_Travel_Guidelines_05-01-

13_420289_7.pdf?20130509082418. MDOT’s travel and vehicle expense reimbursement policies

are intended primarily for construction engineering work. Reimbursement for travel to and from

project sites and for vehicle expenses for all other types of work will be approved on a case by

case basis.

MDOT will pay overtime in accordance with MDOT’s Overtime Reimbursement Guidelines,

dated May 1, 2013. The guidelines can be found at

http://www.michigan.gov/documents/mdot/Final_Overtime_Guidelines_05-01-

13_420286_7.pdf?20130509081848. MDOT’s overtime reimbursement policies are intended

primarily for construction engineering work. Overtime reimbursement for all other types of

work will be approved on a case by case basis.

MDOT reserves the right to request services on other projects located in the Region/TSC area that

are not listed above, under the conditions of this “as needed” scope of services.

Full time services may not be required on all projects at all times. This scope is for “as needed”

services, based on the intermittent needs of MDOT. It must be noted that this is not a guarantee

that MDOT will use the Consultant’s services.

http://www.michigan.gov/documents/mdot/Final_Travel_Guidelines_05-01-13_420289_7.pdf?20130509082418



http://www.michigan.gov/documents/mdot/Final_Overtime_Guidelines_05-01-13_420286_7.pdf?20130509081848




Multi-Vendor As-Needed Service

Attachment A Consultant Work Order Selection Process

The most qualified vendor will be determined by the MDOT Project Manager based upon

the initial as-needed services RFP solicitation response provided by the vendor.

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