intro to contracting with the colorado department of transportation (cdot)

Getting Connected with the Colorado Department of Transportation (CDOT)

INTRODUCTION

• CDOT is responsible for 9,146 miles of highway including 3,447 bridges

• State government agency with funding from FHWA, FTA, FAA and the state of Colorado

• Primarily “horizontal” highway construction and maintenance

• Billion dollar multi-modal business with 3,300 employees

• Approximately $400M spent annually on highway construction projects and $115M on design and engineering

Who is CDOT?

Mission“To provide the

best multi-modal transportation

system for Colorado that

most effectively and safely

moves people, goods, and

information.”

More than roads and bridges…• Aeronautics support for local airports• Grants for rural transit and rail systems• Transportation safety programs• Funding for municipal roadway projects• Co-projects with other transportation agencies

(e.g., RTD)• Rail interconnectivity future

Who is CDOT?

Organization Structure

Transportation Regions

DOING BUSINESS WITH CDOT

What CDOT Buys

CDOT also purchases other low-cost and special services • General purchases of less than $25,000• Safety grant programs• Emergency maintenance services

There are 3 primary categories in which CDOT makes purchases • Purchasing professional services, supplies and commodities• Contracting for highway construction projects• Contracting of design and engineering consultant services

PROFESSIONAL SERVICES SUPPLIES AND COMMODITIES

Goods and services for operations such as:– Janitorial supplies and services– Office supplies– Heavy tow service– Trailer mounted variable message signs– Professional services

• Procurement managed by Colorado State Purchasing Office

• Must be registered on Colorado Bid Information Distribution System (BIDS)

• $40 annual registration fee

Selling Professional Services, Commodities and Supplies to CDOT

State Purchasing of Goods and Services

Colorado BIDS Solicitation Listing

Colorado BIDS Solicitation Listing

Construction and Design Notices:– State government facility and building construction – Professional services > $100,000– Construction services > $25,000

• Office of the State Architect• Notification system separate from BIDS• No registration fee

Selling Professional Services, Commodities and Supplies to CDOT

State Office of the Architect Purchasing

Construction and Design Notices

• Documented Quote• Invitation for Bid (IFB)• Request for Qualifications (RFQ)• Request for Proposal (RFP) • State Commodity & Service Pricing Agreements

Types of Solicitations for Goods and Services

Each solicitation is different. The specifications, rules and instructions for responding are outlined in the solicitation document.

HIGHWAY CONSTRUCTION CONTRACTS

• Projects range in size from small preventative maintenance work to multi-year, multi-million dollar highway construction

• CDOT terms these vendors “contractors” or “bidders”

• CDOT hires only prime contractors and the prime contractor hires all other firms, including subcontractors, material suppliers, truckers, fabricators and manufacturers

• Prime contractors must be prequalified by CDOT

• Small business path to entry is typically through subcontracting

Selling Highway Construction Services to CDOT

Contracts to construct, improve, repair, and maintain roads, bridges and other transportation facilities

• Advertised in bid notices and on the CDOT website • Sealed competitive bid opening• Electronic bid preparation using

Electronic Bid Software (EBS) called Expedite • Online bid submission using

Bid Express (BIDX) System • Award based upon lowest responsive and

responsible bid• Bid tabulations posted on CDOT’s website

Traditional Solicitations for Highway Construction

Invitation for Bid (IFB)

CDOT Construction Bid Listing

CDOT Construction Bid Tabulation

• Prequalification (CDOT Form 66)• Standard specifications• Standard special provisions• Project special provisions • Bid rules• Special contract requirements

– Insurance– Licenses – Bonding– Prevailing wage– Certified payroll

Basic Requirements

You must be prepared to work as a contractor for CDOT

• Advertisements (“Ad Notice”) of open solicitations• “Go Sheet” of upcoming projects • Prequalified prime contractor directory• Plan holders listing• Bid tabulations and cost data • BIDX lettings and small business network• Regional CDOT Project Engineers• Regional Civil Rights Managers• Pre-bid conferences and industry events• Teaming and subcontracting

Finding Construction Contracting Opportunities

DESIGN & ENGINEERING CONTRACTS

• Types of contracted services are diverse and include:– Design– Engineering– Inspection– Surveying– Environmental– Construction Management– Intelligent Transportation Systems– Traffic Studies

• CDOT terms these vendors “consultants” for design & engineering projects

• Does NOT include professional services from attorneys, accountants, insurance agents, brokers, information technology, etc. These are contracted through the state procurement process.

Selling Consultant Services to CDOT

Professional consulting services that help construct, improve, repair, and maintain roads, bridges and other transportation facilities

• Advertised in design notices on the CDOT website• Project specific (PS) or Non-project specific (NPS)• Submit of a Statement of Interest (SOI) and Work

Plan • Scoring form and a tally of points used to

compare vendors • Award based upon most qualified

Traditional Solicitations for Consultants

Request for Statement of Interest or Invitation for Consultant Services

CDOT Consultant Notices

Statement of Interest (SOI)

• Prequalification (CDOT Form 1058)• Statement of Interest• Contract or subcontract requirements and

conditions• Design bulletins and manuals• Special contract requirements

– Professional insurance– Auto insurance– P.E. licenses– Audited overhead rates

Basic Requirements

You must be prepared to work as a consultant for CDOT

• Teaming and subcontracting• Prequalified prime consultant directory • Regional CDOT Project Engineers• Industry and association events• Advertised projects and

upcoming consultant service needs• Innovative contracting project websites

Finding Consulting Contracting Opportunities

Note: When you see a request for consultant services listed publically, it is probably too late to be in a position to compete for the work. Make sure to

establish your teaming role with the prime and/or Project Engineer before the project is released.

ALTERNATIVE PROCUREMENT TYPES

• Purchase card– Credit card purchases for less than $25,000– Requires a merchant account to accept payment

• Emergency maintenance services• Safety grant programs• Innovative contracting

Alternative Procurement Types

• Most common method is Design-Build• Combination of design (consultant) and build

(construction) projects• Advertised in bid notices and on the CDOT website • Request for Letters of Interest• Request for Qualifications• Request for Proposals• Award based upon qualifications or low bid or

combination

Innovative Contracting

CDOT Innovative Bid Listing

CDOT Innovative Bid Listing

CDOT CONTRACTING SUMMARY

CDOT Contract Opportunities

Colorado State Procurement

CDOT Contracts and Market Analysis

• Janitorial supplies• Office supplies• Heavy tow service• Variable message signs• Parts and maintenance• Equipment and

machinery• Aggregates• Professional services• Information technology

• Traffic control• Trucking• Painting and striping• Asphalt paving• Electrical installation• Masonry• Geotechnical services• Environmental mitigation• Construction management • ITS

• Highway maintenance• Project materials• Site prep and cleanup• Professional services• Public involvement• Traffic studies• Planning

Certain types of opportunities may be listed by the State or CDOT so you need to check both procurement systems

SMALL BUSINESS PROGRAMS

Disadvantaged Business Enterprise (DBE)

Qualifications • Small for-profit business concern• 51% owned and controlled by socially and economically

disadvantaged individual(s)• Most minority and all women owners presumed to be disadvantaged• SBA business size standard • Maximum 3-year average revenue of $22.41M and • Personal net worth cap of $1.3M

Federally-Mandated Program • U.S. DOT program administered by CDOT Center for EO• Federal statute 49 CFR Part 26• Helps disadvantaged businesses compete for transportation contracts

• Application with supporting documentation and site visit

• Certification by either CDOT or City and County of Denver

• DBE certification recognized and used by other local agencies (e.g., RTD, municipalities, regional airports)

• Other agencies may consider different types of businesses for DBE certification beyond highway transportation projects

• Listing on Colorado UCP Directory

Unified Certification Program (UCP)

• Overall annual FHWA and FTA DBE goals• Project specific goals set as percentage of total

project value• DBE percentage is reserved for DBE participation

only • Prime contractors must meet goal or show a good

faith effort• Monitoring, reporting and compliance

How CDOT Implements the DBE Program

• Listed publicly in the Colorado UCP DBE Directory• Prime contractors actively seek out DBE firms to

meet goals• Provides a competitive advantage for

subcontractors to promote small business growth• Support services such as training and technical

assistance • Special mailings and notices of contracting and

other opportunities

Benefits of the DBE Program

Emerging Small Business (ESB)

Qualifications • Small for-profit business concern• 50% of SBA business size standard for type of work• Maximum 3-year average revenue of $11.205M• Must provide services in a CDOT eligible area of work• May also be a DBE certified firm

State-Funded Program • Race and gender-neutral emerging small business program • Authorized by Colorado State Legislature • Specific to CDOT only• Does NOT apply to other local agencies

• ESB application and orientation session• Optional incentive-based ESB goal on CDOT projects• ESB target percentage is reserved for ESB

participation only • Prime contractors receive incentives to use ESB

subcontractors• ESB restricted projects for ESB bidding only• Strong encouragement for prime contractors to

utilize ESBs

How CDOT Implements its ESB Program

• Prime contractors actively seek out ESB firms to meet optional target participation amount

• Listed publicly in the CDOT ESB Directory• Limited competition for ESB restricted projects • Special mailings and notices of contracting and

other opportunities • Support services such as training and technical

assistance

Benefits of the ESB Program

Connect2DOT• Provided by the Colorado Small Business Development

Centers• Available to DBE and ESB contractors and consultants

statewide• Free business support and technical services • One-on-one consulting• Workshops and training• Access to project plans and bid documents• Reverse trade fairs

CDOT Center for Equal Opportunity• One-on-one consulting with CDOT small business specialists• Up to $300 per year in tuition reimbursements • Internal training and small business forums• Free BIDX accounts

Small Business Support Services

READY, SET, GO!

• Do your homework• Get prequalified• Get certified• Attend CDOT and industry events, forums and

meetings Network and team • Identify key contacts• Leverage CDOT and SBDC resources• Bid with knowledge and insight• Be persistent

Keys to Success

Ready to Connect2DOT?Schedule a free one-on-one

consultation today!

Denver Small Business Development Center(303) 620-8076

info@denversbdc.orgwww.denversbdc.org/programs/connect2dot