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Internal Training and Reference Documents

Pre-Award Audits on Contracts Over $50,000

Effective March 15, 2021 the process for Pre-Award submittals has changed. Refer to the appropriate Process Instructions below for updated process information.

GEC Pre-Letting Services Master Contract Program Process and Guidance

Pre-Letting Services Fact Sheet (Word) - 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. Updated 04/2021

GEC Post Letting Services Master Contract Program Process and Guidance

Post Letting Services Fact Sheet (Word) - This document provides guidance and a program overview for the MnDOT Post Letting Services Master Contract Program. 

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. Process instructions are in Microsoft Word format.

Amendment
Certified List Program [$100,000 or Less]

Annual Plan Agreement [$5,000 or Less]
Direct Select [$5,000 or Less]
Equity Select [Direct Select] [$5,001 - 25,000]

Interagency
Joint Powers | Joint Powers Pre-Award Audit One-Pager (PDF)

Quick Call for Proposals [$5,001 - $25,000]
Quick Call for Proposals [$25,001 - $100,000]

Pre-Qualification Program [$100,000 or Less]
Pre-Qualification Program [$100,001 - $800,000]

Request for Proposals - Informal [$5,001 - $100,000]
Request for Proposals - Formal [$100,001 - $800,000]
Request for Proposals - Formal [$800,001 or Greater]
Request for Proposals - QBS [$800,000 or Less]
Request for Proposals - QBS [$800,001 or Greater]

Single Source

Master Partnership Work Order Contract | Master Partnership Work Order One-Pager (PDF)

TTAA Process and Guidance

  • TTAA Privatization Contract Process (Word) - 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) - Guidance for completing the TTAA Privatization Contract Form. Revised 11/17

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 (OCR) so that a DBE goal can be established.  

Consultant Services will serve as the liaison between the Contract Administrator and OCR.

The information below must be submitted, in an email to Consultant Services [PTinbox.dot@state.mn.us]:

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)
  • 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 Consultant Services. Consultant Services will record, save to eDOCs and email the documents 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) - 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) - 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, email the following documents Consultant Services [PTinbox.dot@state.mn.us]:

  • Completed Special Provisions Documents

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. Email the completed coversheet and appropriate documents to Consultant Services
[PTinbox.dot@state.mn.us]:

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 and Consultant Services [PTinbox.dot@state.mn.us]. Consultant Services will record and save the documents to eDOCs. 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) - 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 Consultant Services [PTinbox.dot@state.mn.us]:

  • TGB/Vet Goal Request Coversheet (Word)
  • 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 Consultant Services [PTinbox.dot@state.mn.us]. Consultant Services will record, save to eDOCs and email the documents 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) - 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) - 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 and Veteran Owned Small Business Special Provisions (PDF) - This packet must be completed by all Responders and submitted with their proposal.

The forms in this packet can be found individually at:http://www.dot.state.mn.us/civilrights/forms.html#vets

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 Consultant Services [PTinbox.dot@state.mn.us].

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 and Consultant Services [PTinbox.dot@state.mn.us]. Consultant Services will record and save the documents into eDOCs. 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) - This is a sample of the Office of Civil Rights Contract Clearance memo that is issued when a contract has been cleared.

Reference Documents