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Negotiated Changes Effective 9-17-2024 and 24-102 Revisions
Request to Update Specific Rates of Compensation

Adding a Sub-Consultant to a Contract

 

Prime Consultants Responsibilities:

 

Prime consultants must submit a request to the Project Manager (PM) to add a sub-consultant to their contract.  The request needs to state the below:

 

  • The reason for the request to add a sub-consultant

  • The specific service(s) the sub-consultant is being added to perform

  • A revised organizational chart reflecting the addition

  • A Minimum Personnel Requirements (MPR) table (if applicable), showing that MPRs are still being met

  • Resumes of applicable personnel proposed by the sub-consultant

 

The prime consultant must fill out DOTD Form 24-102 with the following information:

 

  • Sections 1-10: Sub-consultant’s information
  • Section 13: Sub-consultant’s DOTD job classifications to be used on this contract
  • Section 14: Revised Org Chart
  • Section 15: MPR table (if applicable)
  • Section 16: Applicable personnel resumes for sub-consultant
  • Section 20: Certifications (if applicable)

 

Project Manager Responsibilities:

 

If you are the Project Manager (PM) and you support and approve the request:

 

  1. Review the prime consultant’s complete submission package.
  2. Provide a brief written recommendation and forward the full package to the Contract Services Administrator (CSA) (see Staff Directory).
  3. Your recommendation should address:
    • Why the sub-consultant is being added
    • What services the sub-consultant will provide
    • Why these services are now needed and were not included in the original scope
    • Why it is appropriate to add this sub-consultant under the current contract instead of using another existing contract that already includes these services

 

Next Steps:

 

The Contract Services Administrator will review the request and route it for signature by DOTD’s Chief Engineer. Once approved, the CSA will email the signed form to the PM, who will then forward it to the prime consultant.

 

Note: If the contract is based on specific rates of compensation, those rates will be set up using the job classifications provided in Section 13 of DOTD Form 24-102 when the sub-consultant is formally added.

 

Replacing a Sub-Consultant on a Contract

 

If a prime consultant wishes to replace an existing sub-consultant, a formal written request must be submitted to the Project Manager and follow the same review process as outlined above.

 

The request must include:

  • The reason for removing the original sub-consultant

  • The name, qualifications, and scope of services of the proposed replacement

  • A revised organizational chart and updated MPR table (if applicable)

  • Resumes of all relevant personnel

  • A completed DOTD Form 24-102 for the replacement sub-consultant using the same criteria above for "adding a sub-consultant to a contract"

 

If the sub-consultant being replaced is part of the contract’s Disadvantaged Business Enterprise (DBE) commitment, the prime must submit additional documentation demonstrating a good faith effort to replace the sub-consultant with another certified DBE. The replacement will be reviewed in coordination with the DOTD Compliance Program Section to ensure the DBE goals are maintained and that the change complies with state and federal regulations.

 

The Compliance Section shall reach out to the prime consultant to request any additional information necessary to appropriately evaluate the proposed replacement. Once approved, the Compliance Section shall issue an approval letter to both the prime consultant and CCS.

 

The replacement request will not be finalized or routed for Chief Engineer approval until the Compliance Section’s review and approval has been completed.

 

Staffing Plan Changes

 

Per the CCS Manual, the key personnel listed in the consultant’s staffing plan are expected to remain the same throughout the project. If a change becomes necessary, the consultant must submit a written request with justification and supporting documentation in advance to the DOTD Project Manager.

 

The Project Manager will review and forward the request with approval confirmation through CCS’s internal approval process via [email protected] . No changes should be made until official written approval is received.

 

For questions, contact Consultant Contract Services at (225) 379-1469.