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Consulting Service 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.

Consulting

The Manual

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TheManual
  • 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.

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
Proposal Evaluation Forms
  • Excel   Consultant Rating form
  • Excel   Member Summary form
  • Excel   Panel Summary forms
  • Excel   Consultant List
  • Word   Selection Notice (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