Subcontractor Utilization Tracking for A&E Contracts

[ODOT Info - A&E Consultants]

_____________________________________________ 
From: 	WHELAN Suzanne M * ODOT   On Behalf Of GARRETT Matthew L * ODOT
Sent:	Monday, October 11, 2010 3:32 PM
Subject:	Subcontractor Utilization Tracking for A&E Contracts

> To: 	All ODOT Regions, ODOT Major Projects Branch, ODOT Technical
> Services, ODOT Procurement Office, ODOT Office of Civil Rights, ODOT
> Technical Development Division, ODOT Maintenance Leadership Team,
> ACEC, A&E Consultants
> 
> Background
> Based on Federal Highway Administration (FHWA) Disadvantaged Business
> Enterprise (DBE) program requirements, the 2007 Disparity Study and a
> USDOT waiver, ODOT has the ability to set DBE utilization goals on
> contracts that include federal funding. For non-federally funded
> projects, there are requirements for Minority, Women and Emerging
> Small Business (MWESB) programs using aspirational targets.  These
> goal setting and reporting requirements apply to both construction and
> Architect and Engineering (A&E) firm utilization, however, ODOT's
> focus has traditionally been on only construction.  
> 
> The most recent disparity study revealed ODOT's lack of available A&E
> data, as compared to the availability of construction data, and
> identified the need to place an emphasized focus on data collection
> and review of A&E firm utilization.  Without the data, ODOT and A&E
> firms cannot clearly demonstrate the opportunities we provide to
> develop a diverse workforce.  The next disparity study is set to begin
> this month.
> 
> While the process to collect the A&E data currently exists in our
> contracting documents, we as an agency have not applied it
> consistently for A&E and have focused on construction data.  A team of
> Project Delivery, Civil Rights and Procurement Office staff has worked
> over the past two months to refocus the process for A&E data
> collection and to develop online guidance to implement. We have made
> one change to require this process as part of payment processing.
> Please refer to the online A&E Subcontractor Utilization Data Tracking
> Guide
> <http://www.oregon.gov/ODOT/CS/CIVILRIGHTS/docs/SubcontractorUtilizati
> onTrackingGuideFINAL.pdf.>  for details.
> 
> Action Required:
> Effective immediately, my expectation is that we implement this
> protocol for all new and currently open A&E contracts.  In order to
> report results, we will collect data for all payments made on
> contracts that were open as of October 1, 2007.  ODOT's project
> managers/contract administrators will coordinate this effort.  In the
> next few weeks, we will provide more detailed information on the
> process to collect that data.  
> 
> If you have any questions regarding this process, please contact
> Michael Cobb, Manager, Office of Civil Rights,
> Michael.a.cobb at odot.state.or.us, 503-986-5753, or Jill Miller,
> DBE/MWESB Program Manager, Office of Civil Rights,
> c.jill.miller at odot.state.or.us, 503-986-4355.
> 
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