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Consulting

CONSULTING SERVICES MANUAL

a guide for the administration of professional services contracts

This Guide has been prepared to orient County staff, consultants and cooperating agencies to the basic procedures and fundamental concepts that are necessary to coordinate a transportation capital improvement project with specific concerns applicable to the Riverside County Transportation Department and to provide a handy desk reference as a source of information and electronic form templates to allow a more effective implementation of consulting services.


Manual Cover

The Manual

Main Body (pdf only, no forms, templates or appendices)  pdf

Full Manual (pdf only, no forms or templates)  pdf

Full Manual w/Templates (zipped package, includes main body and all appendices, forms and templates)  zipped

The forms and templates contained in this manual are provided in Microsoft Word, Microsoft Excel and Acrobat PDF formats. The Excel files are formatted for use with Microsoft Excel 2016 for Windows. These files are compatible with other versions and platforms; however, Excel does a very poor job of maintaining consistent formatting between versions and platforms. As a result, separate sets of Excel files are provided for use on Macintosh systems. Please also note that many of the excel files have copy protection turned on. The files do not contain passwords, however, and can be unprotected without entering a password.
Excel files for Mac (zipped package, includes excel forms and templates formatted for Mac) 
zipped


 

The Appendices

This manual includes an appendix containing several reference documents, sample forms and templates intended to facilitate the development of projects.

  1. Legislative Documents
  2. RFQ & RFP Documents
  3. Contract Boilerplates
  4. Work Breakdown Structure
  5. Scope of Services Samples
  6. Scheduling Guides
  7. Estimating Guides
  8. Administration Forms
  9. Filing System
  10. Misc Forms
 

Appendix A: Legislative Documents  pdf

Appendix A is a compilation of various Legislative and Policy documents that are relevant to the use and management of consultants. The federal and state documents are referenced only by links to the relevant federal and state websites. The local agency documents including County, TLMA and Transportation Policies and Procedures are compiled in this Appendix and provided in pdf format.

 

Appendix B: RFQ & RFP Documents  pdf

Consists of a compilation of documents collected to facilitate the consultant evaluation process. These documents consist of various form templates and sample documents.

Advertisement

Word   Newspaper Notice of Availability

Word   Website Notice of Availability

Request for Proposals

Word   RFP

Proposal Evaluation Forms

Excel   Consultant Rating form

Excel   Member Summary form

Excel   Panel Summary forms

Excel   Consultant List

Word   Selection Notice (Selected)

Word   Selection Notice (Not Selected)

Interview Evaluation Forms

Excel   Consultant Rating form

Excel   Member Summary form

Excel   Panel Summary forms

Excel   Consultant List

Word   Selection Notice (Selected)

Word   Selection Notice (Not Selected)

Fee Proposals

zipped   Fee and Man-hour Worksheets (package of Excel files)

Excel   On-call Billing Rate Worksheet

 

Appendix C: Contract Boilerplates  pdf

RCTD currently has two versions of the Engineering Services Agreements boilerplate. One is for Project-specific & Multi-phase contracts and one is for On-call contracts.

Note: These documents are currently undergoing revisions and are therefore not available for download.

Zipped   Project-specific & Multi-phase Contract Boilerplate - Design

Zipped   Project-specific & Multi-phase Contract Boilerplate - Construction

Zipped   On-Call Contract Boilerplate

 

Appendix D: Work Breakdown Structure  pdf

This appendix includes a simplified version of a chart of accounts used by TLMA for accounting purposes, a listing and related codes for a standard set of tasks/activities that are used by RCTD to track schedules and a Link to Caltrans website showing Caltrans detailed Work Breakdown Structure.

 

Appendix E: Scope of Services Samples  pdf

This appendix contains an archive of Scopes of Services electronic files obtained from prior consultant agreements used to perform services for RCTD. These scopes are provided as samples and/or starting points to facilitate the preparation of contract scopes of services.

Scope Form Templates

Word   Project-specific & Multi-phase Contract

Word   On-Call Contract Boilerplate

Word   Amendments

Scopes for Specific Tasks

Word   Geotech

Word   Landscape

Word   Public Outreach

Word   Utility Coordination (Caltrans)

Word   Utility Coordination (County)

Word   Construction Management

Scopes by Project Types

Word   Bridge Replacement

Word   Grade Separation (PA/ED only)

Word   Grade Separation (PS&E only)

Word   Grade Separation (PS&E only) with Caltrans Encroachment

Word   Interchange Replacement (PSR only)

Word   Interchange Replacement

Word   Road Extension (PA/ED only)

Word   Road Realignment

Word   Road Widening (PA&ED only)

Word   Road (Simple) (PS&E only)

Word   Storm Drain

 

Appendix F: Scheduling Guides  pdf

RCTD currently has two versions of the Engineering Services Agreements boilerplate. One is for Project-specific & Multi-phase contracts and one is for On-call contracts.

Excel   Schedule Preparation Template

Excel   Schedule Tracking Summary

pdf   RCTD Standardized Program Level Schedule Activities

 

Appendix G: Estimating Guides  pdf

Estimates represent our best expectation of cost based on the data available. Consequently, estimates become inherently more accurate as a project develops and greater details are available. Typically, cost estimates are prepared at four stages of a project.

  • The Conceptual Stage
  • The Planning Estimate Stage
  • The Preliminary Estimate Stage
  • The Engineers Estimate Stage

RCTD has prepared a guide for use in the preparation of estimate on County road projects as well as templates that can be used to prepare preliminary and engineering estimates.

pdf   Engineering Estimate Guide

Excel   Preliminary Engineering Estimate Template

Excel   Engineers Estimate Template

Excel   Engineers Estimate Template (segmented by work type)

 

Appendix H: Administration Forms  pdf

Consultants entering agreements with RCTD are required to submit monthly invoices and provide monthly progress status. Many of the templates included in this appendix are provided to facilitate consultant compliance with these RCTD requirements.

Invoicing

Excel   Project-specific & Multi-phase Contract Invoice

Excel   On-call Services Contract Invoice

Progress Tracking

Word   Meeting Agenda

Excel   Meeting Sign-in Sheet

Word   Meeting Minutes

Word   Action Items

Excel   Deliverables

Excel   Schedule Summary

Quality Control Reviews

Excel   Review Transmittal

Word   Review Comments

On-call Work Authorization

Excel   On-call Work Authorization form

Administrative Modifications

Excel   Administrative Budget Modification form

Excel   Administrative Contract Time Extension form

 

Appendix I: Filing System  pdf

RCTD has created a Filing System for managing RCTD capital improvement projects. RCTD’s Filing System is generally based on a Uniform Filling System (UFS) created by Caltrans and included in Caltrans’ Project Development Procedures Manual.

pdf   RCTD Project Filing Structure

pdf   RCTD Small Project Filing Structure

pdf   File Folder Labels Printing Template

pdf   File Folder Labels Printing Template (subfolders)

pdf   File Folder Labels Printing Template (small project)

zipped   Computer Folder/Directory Structures

 

Appendix J: Misc Forms

Excel   Attachment A