MPO Policy and Procedures Manual - Indianapolis Metropolitan ...

evisited. As a rule, however, the MPO tries to minimize these occurrences, and proposals to
modify contract fees must be strongly justified.
Other types of fee structures (e.g., cost-plus-fixed-fee, etc.) will generally not be entertained.
Even on-call services are generally manageable under a lump-sum form.
Billings
Billings are submitted and approved on a monthly basis. The invoice must be submitted to the
designated MPO project manager, and include the following items:
42
1. Purchase Order Number
2. Percent Completion (for project and by contracted task)
3. Dates of period being invoiced
4. Total amount of prior invoices
5. Amount of current invoice
For contracted services, each billing must be accompanied by a progress report (see below).
• INDOT-approved consultant. As of 2006, contractors and consultants using federal
funds (including the PL funds received by the MPO) generally must be pre-qualified by
the INDOT. There may be categories of services required by the MPO that are not
incorporated by the INDOT categories. Separate solicitation for services will occur in
these instances (see below). For more information on the INDOT prequalification
process, visit http://www.in.gov/dot/business/.
• MBE/WBE/DBE Policy. The MPO affirmatively promotes the minority-/woman-/disabled
business enterprise policies of FHWA, FTA, INDOT, and the City of Indianapolis.
Separate MBE/WBE/DBE registration requirements exist with the State of Indiana and
the City of Indianapolis, both of which must be met for qualifying with the MPO as a
MBE/WBE/DBE.
• All contractors should be aware that it is a violation of federal law to utilize
MBE/WBE/DBE status as a criterion for contractor selection. Instead, a MBE/WBE/DBE
preference can be expressed if multiple firms (including at least one MBE/WBE/DBE)
are judged as equally qualified to meet the needs of the project.
Request for Qualifications (RFQ)/Request for Proposals (RFP)
Contractor solicitation is qualifications-based. For this reason, an RFQ will be the general
solicitation instrument. Under certain circumstances, such as the scope of a potential project
being unknown or allowing for multiple approaches, an RFP may be issued, requiring submittal
of a detailed project scope and approach.
Contractor qualifications will be evaluated against the following criteria:
• General Company Capability
• Task Specific Experience
• Prior Work Performance
• Project Manager