Minnesota Department of Transportation

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Professional Technical Consultant Services

Consultant Corner

This Consultant Corner page provides important information to the consultant community regarding Professional/Technical (PT) contracting with MnDOT. Below, you will find notable changes to the PT contracting process, helpful reference documentation and information and quick links to navigate through the Consultant Services website.

Notable Updates

Upcoming End of Fiscal Year Invoices

The end of the State's fiscal year is fast approaching (June 30). When we get closer to that billing period, this is a reminder, if your billing period includes costs to and after June 30, provide a “Billed This Invoice” split of cost through June 30, and costs after.

Legislative Changes to Preference Points and Equity Select

The State made two major contracting changes in the 2023 legislative session to help promote certified, small Minnesota-owned businesses that have historically experienced economic challenges. These changes increased preference point percentages and the Equity Select threshold, effective July 1, 2023. The new legislation can be found in Minnesota Statutes 16C.16, subdivisions 6, 6a, and 7, as seen via the links on the Minnesota Revisor’s website to the Laws of Minnesota 2023, Chapter 62, Article 2, Sections 77 – 79.

Click here for additional information: Legislative Changes to Preference Points and Equity Select

Fiscal Year 2024 Audit Pilot Program

MnDOT Audit will be administering an Audit Pilot Program in fiscal year 2024 (July 1, 2023 – June 30, 2024). This pilot program will conduct annual audits by consultant instead of program and contract-based audits.  The goal of this pilot program is to eliminate duplicate audits being conducted, streamline the audit process, and improve accessibility. MnDOT is still in the process of finalizing the details. More information will follow.

Travel (Mileage) Reimbursement (January 2024)

Starting January 1, 2024, the standard IRS mileage rate for business use of a personal vehicle is INCREASING to $0.67 (cents) per mile. This new rate should be used for all contracts and consultant billing from January 1, 2024.

MnDOT Safe Harbor Program (June 2022)

In 2019, the Federal Highway Administration (FHWA) approved the use of the Safe Harbor Overhead Rate Program for the consultant overhead rate calculation with a cap of 110%. The purpose of this program is to allow time for engineering consulting firms to satisfy the requirements of Part 31 of the Federal Acquisition Regulation for Overhead Calculations.

In 2022, MnDOT established a Safe Harbor Program for use with consultant contracts. Consulting firms that provide engineering and design-related services on fixed hourly rate contracts may be eligible to enroll in MnDOT’s Safe Harbor Program. This program allows a consulting firm to use MnDOT’s established Safe Harbor Overhead Rate of 110.00% of direct labor for the first two years that it is under contract to work with MnDOT.

To participate in the Safe Harbor Program, consultants must certify their intent and commitment to actively work with an accountant or bookkeeper to establish an accounting system, using QuickBooks or similar software. 

Additional information on how to participate: Safe Harbor Program Quick Look

UPDATE: COVID-19 Proof of Vaccination and Testing (May 2022)

Effective Tuesday, May 24, 2022 Minnesota Management and Budget has rescinded the COVID-19 Proof of Vaccination and Testing Policy (HR/LR #1446), effectively rescinding MnDOT’s policy as well.

Insurance Certificates (December 2021)

In an effort to cut down the amount of paper received in the office, Consultant Services is encouraging the electronic submittal of insurance certificates. Please email the insurance certificates (identifying the MnDOT Contract Number) to: professionaltechnicalcontractforms.dot@state.mn.us (copy the State’s Authorized Representative). When submitting electronically, hard copies are not necessary.

Paycheck Protection Program (PPP) Loan Information (September 2021)

For additional information visit MnDOT Audit's website at mndot.gov/audit/rates.html

Performance Evaluation Work Flow

Performance Evaluation Application Update (08/22/2019)
There is a new web address for the Performance Evaluation Application for Professional/Technical contracts:
https://perfeval.dot.state.mn.us

  • You can also access the Performance Evaluation Application through MnDOT's website: www.dot.state.mn.us (MnDOT A to Z under Performance Evaluation Application).
  • Any Performance Evaluation Application emails that include the old web address will automatically redirect you to the updated web address. 
  • New Performance Evaluation Application emails will include the updated web address.

 If you have any questions or run into issues please contact Melissa Brand in Consultant Services.

Please refer to the documents below for instructions:

If you have additional questions, after reviewing the documentation, please contact Consultant Services.

AASHTOWare Access Provisions

P/T contracts that include AASHTOWare activities must adhere to the following agreements:

Reference Documents/Information

Following are a few key reference documents that are beneficial for the consultant community. Contact information can be found under the Contacts tab.

  • Instructions on how to fill out the Progress Report Form: Progress Report Form Instructions (Word 20KB)
  • Pre-Award Audit and Budget Spreadsheet Information and Guidance: The Pre-Award Audit Information Package can be found under the Contract Documents tab above. For additional information, please visit the Office of Audit's website for the most up to date information - mndot.gov/audit.