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Internal Training and Reference Documents

GEC Preconstruction Services Master Contract Program Process and Guidance

  • GEC Pre-Letting Master Contract Guidance (Word 25KB) - This document provides guidance, a program overview and instructions for processing a Work Order Contract under the General Engineering Consultant Pre-Letting Master Contract Program. Posted 04/17

New Performance Evaluation Work Flow

MnDOT's new Performance Evaluation Work Flow Process is now in use. Please refer to the documents below for instructions:

If you have additional questions, after reviewing the documentation, please call the Consultant Services Help Line at 651-366-4611.

Process Instructions

The following instructions should be used for District/Office Contract Administrators. If Consultant Services writes your contracts, please contact Ashley Duran with any questions.

Please note, the following process instructions do require some updating, which should be coming shortly. Some items of note:

  • All PT documents for processing should be e-mailed to PTinbox.dot@state.mn.us (MN_DOT_PTinbox in Outlook). This includes contracts for signature. If you have any questions please contact Melissa Brand in Consultant Services.

Amendment (Word 40KB) Last Updated 11/17
Certified List Program [$100,000 or Less] (Word 51KB) Last Updated 11/17

Annual Plan Agreement [$5,000 or Less] (Word 49KB) Last updated 11/17
Direct Select [$5,000 or Less] (Word 51KB) Last Updated 11/17
Equity Select [Direct Select] [$5,001 - 25,000] (Word 50KB) Last Updated 11/17

Interagency (Word 52KB) Last Updated 11/17
Joint Powers (Word 58KB) Last Updated 11/17

Quick Call for Proposals [$5,001 - $25,000] (Word 66KB) Last Updated 11/17
Quick Call for Proposals [$25,001 - $100,000] (Word 69KB) Last Updated 11/17

Pre-Qualification Program [$100,000 or Less] (Word 57KB) Last Updated 11/17
Pre-Qualification Program [$100,001 - $800,000] (Word 70KB) Last Updated 11/17

Request for Proposals - Informal [$5,001 - $100,000] (Word 73KB) Last Updated 11/17
Request for Proposals - Formal [$100,001 - $800,000] (Word 73KB) Last Updated 11/17
Request for Proposals - Formal [$800,001 or Greater] (Word 75KB) Last Updated 11/17
Request for Proposals - QBS [$800,000 or Less] (Word 74KB) Last Updated 11/17
Request for Proposals - QBS [$800,001 or Greater]
(Word 75KB) Last Updated 11/17

Single Source (Word 57KB) Last Updated 11/17

TTAA Process and Guidance

  • TTAA Privatization Contract Process (Word KB) - This Process should be followed if the Contract is over $100,000 AND being done under the Pre-qualification Program, a Formal RFP or a Single Source, and an applicable work type applies. See the TTAA Privatization Contract Form (found under the P/T Contract Documents section), Page 1, for applicable criteria. Revised 06/13
  • TTAA Privatization Contract Form Instructions (Word 33 KB) - Guidance for completing the TTAA Privatization Contract Form. Revised 11/13

DBE Goal Setting and Clearance Process

DBE Goal Setting

All contracts that are funded, in whole or in part, by federal funds need to be reviewed by the Office of Civil Rights so that a DBE goal can be established. The information below must be submitted, in an e-mail, to Delores Aguirre and cc Joyce Brown-Griffin, Amy Sullivan and Andrea Robinson:

For Direct Selects [Interagency, Joint Powers, Program Direct Selects, Single Sources, Under $5,000 or Work Orders]
For Solicitations [Pre-Qualification Announcements, Quick Call for Proposals, RFPs]
  • DBE Goal Request Coversheet (Word 136 KB)
  • Draft Certification Form
  • Draft Solicitation document: RFP, Pre-Qualification Announcement or Quick Call for Proposals
  • Draft Scope of Services (if separate from the solicitation document)

Note: If using a solicitation process, this MUST be completed prior to advertising the solicitation.

Once the Office of Civil Rights has reviewed the information, a Race Gender Neutral Goal or a Percentage Goal will be assigned. The Office of Civil Rights will then complete the appropriate Goal Memo and return the package to the Contract Administrator. Based on the information provided in the DBE Goal Memo issued, the Contract Administrator should revise any applicable language in the solicitation/contract documents.

Sample DBE Goal Memos
  • DBE Goal Memo - Race Gender Neutral (PDF 45 KB) - This is a sample of a memo issued to the Contract Administrator, by the Office of Civil Rights when a Race Gender Neutral goal has been assigned
  • DBE Goal Memo - Percentage (PDF 15 KB) - This is a sample of a memo issued to the Contract Administrator, by Office of Civil Rights when a Percentage goal has been assigned
DBE Special Provisions

If you are using a solicitation process, the following DBE Special Provisions must be posted online with the solicitation, or distributed to potential responders:

DBE Contract Clearance

Race Gender Neutral Goal
Contracts with Race Gender Neutral Goals assigned DO NOT need to be cleared until after the Contract has been fully executed. Once you have an executed contract, e-mail the following documents to Joyce Brown-Griffin:

  • Completed Special Provisions Documents
  • Fully Executed Contract
  • Signed Certification Form
  • DBE Goal Memo

Note: For Race Gender Neutral Contracts, a DBE Contract Clearance Memo is not issued.

Percentage Goal
If a Percentage Goal was assigned, upon contract award, the Contract Administrator must complete the DBE Contract Clearance Request Coversheet. The Coversheet details the Special Provision documents that need to be submitted. E-Mail the completed coversheet and appropriate documents to Joyce Brown-Griffin for processing:

Note: Contract Administrators should submit the completed documentation as soon as the information is readily available so that the clearance process can take place as you are drafting your documents.

Once the information is reviewed, the Office of Civil Rights will issue a DBE Contract Clearance memo to Contractor, copying the Contract Administrator. If the contract has been cleared, the Contract Administrator may proceed with sending the contract to the Contractor for signature.

Sample DBE Contract Clearance Memo

  • Contract Clearance – DBE Participation Memo (PDF 59 KB) - This is a sample of a Contract Clearance – DBE Participation Memo that is issued by the Office of Civil Rights to the MnDOT Contract Administrator when a contract that has a Percentage Goal has been cleared.

TGB/Vet Goal Setting and Clearance Process

TGB/Vet Goal Setting

All solicitations, that are solely state funded, need to be reviewed by the Office of Civil Rights so that a TGB and/or VET preference goal can be established. The information below must be submitted, in an email, to Delores Aguirre and cc Joyce Brown-Griffin, Amy Sullivan and Andrea Robinson:

  • TGB/Vet Goal Request Coversheet (Word 133KB)
  • Draft Certification Form
  • Draft Solicitation document (RFP, Pre-Qualification Announcement or Quick Call for Proposals)
  • Draft Scope of Services (if separate from the solicitation document)

Note: This process this MUST be completed prior to advertising the solicitation.

Once the Office of Civil Rights has reviewed the information, a TGB and a Vet Goal will be assigned. Once a goal has been assigned, the Office of Civil Rights will issue both a TGB and a Vet Goal Memo. The memos will be sent to the Contract Administrator. Based on the information provided in the TGB and Vet Goal Memos, the Contract Administrator should revise any applicable language in the solicitation document.

Sample TGB/Vet Goal Memos
  • TGB Goal Memo (PDF 146 KB) - This is a sample of a memo that is issued by the Office of Civil Rights when a TGB goal has been assigned
  • Vet Goal Memo (PDF 147 KB) - This is a sample of a memo that is issued by the Office of Civil Rights when a Vet goal has been assigned
TGB/Vet Special Provisions

If a goal higher than 0% was established, the TGB/Vet Special Provisions must be posted online with the solicitation, or distributed to potential responders:

TGB/Vet Contract Clearance

Upon contract award, if a TGB and/or Vet Goal has been established, the Contract Administrator must complete the TGB/Vet Contract Clearance Request Coversheet. The Coversheet details the documents that need to be submitted. Email the completed coversheet and appropriate documents to Joyce Brown-Griffin for processing.

Note: Contract Administrators should submit the completed documentation as soon as the information is readily available so that the clearance process can take place as you are drafting your documents.

Once the information is reviewed, the Office of Civil Rights will issue a TGB/Vet Contract Clearance memo to Contractor, copying the Contract Administrator. If the contract has been cleared, the Contract Administrator may proceed with sending the contract to the Contractor for signature.

Sample TGB/Vet Contract Clearance Memo
  • TGB/Vet Contract Clearance Memo (PDF 22 KB) - This is a sample of the Office of Civil Rights Contract Clearance memo that is issued when a contract has been cleared.

Design Guidance

Reference Documents

  • Acronyms Reference Document (Word 77 KB) - References many common acronyms used in MnDOT Contracts.
  • Competitive Selection Process Updated Guidance (Word 54 KB) - This document details “best practices” for the Professional/ Technical competitive selection process. Revised 01/14 
  • Consultant Coordinators List (Word 43 KB) - Contact list for MnDOT District and Office Consultant Coordinators. Revised 03/17
  • Consultant Services Contacts (Word 55 KB) - Contact names, phone numbers and roles for the Consultant Services Section. Revised 9/17
  • EDMS Document Names (Excel 18 KB) - Required document naming conventions you should title your documents in EDMS.
  • PPMS Coordinators (Word 19 KB) - Identifies the MnDOT employee that is assigned as the PPMS Coordinator for each District. The PPMS Coordinator assigns the Project ID numbers. Once you complete the Project Authorization Form - TC08 (found under the P/T Contract Documents section), send it to the appropriate PPMS Coordinator for processing. Revised 10/16
  • Progress Report Form Instructions (Word 20 KB) - Details on what should be in each column of the standard Consultant Services Progress Report Form (found under the P/T Contract Documents section).
  • Project Authorization Form - TC08 Instructions (Word 23 KB) - Instructions on how to fill out the Project Authorization Form - TC08 (found under the P/T Contract Documents section), which you submit to obtain a Project ID number.
  • Project Management for Professional/Technical (P/T) Contracts Manual (Word 57 MB) - This is the manual that was used for the "Project Management for P/T Contracts" training class. If you have any questions about the manual, or are interested in receiving training, please contact Brad Hamilton.
  • Statewide County Codes (Word 23 KB) - Numerical numbers that MnDOT has assigned to each county throughout Minnesota.

Pre-Award Audit Guidance

Consultants must complete the following documents, which make up the "Pre-Award Audit Request Packet" to request a Pre-Award Audit be completed:

Contract Administrators must complete the following memo to request a Pre-Award Audit be completed:

Post Letting Services Master Contract Program Process and Guidance

  • Post Letting Services Fact Sheet (PDF 75 KB) - This document provides guidance and a program overview for the MnDOT Post Letting Services Master Contract Program. Revised 02/16