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How to Become a NCDOT Consultant
Highway Design Branch
State Highway Engineer - Design
1000 Birch Ridge Drive
Century Center - Entrance A-1
Raleigh, North Carolina 27610
Phone (919)250-4001
Fax (919)250-4245
Website: www.doh.dot.state.nc.us
This brochure summarizes how the North Carolina Department of Transportation (Highway Design Branch) selects Private Engineering Firms for professional and/or specialized engineering services. The steps outlined herein must be followed before a firm can establish a business relationship with the department.
The State Highway Engineer - Design is the primary contact person for contracting for professional and/or specialized engineering services with the Highway Design Branch. An open door policy provides Private Engineering Firms an avenue for communication and feedback. Visits and reviews of Letters of Interest and relative ranking in the selection process for specific projects are available by appointment. We are interested in knowing how well the consultant community feels we are doing. This two-way communication is a cornerstone in building a partnership of mutual trust, cooperation, and understanding.
North Carolina based Private Engineering Firms interested in contracting with the Highway Design Branch must be "prequalified." There are three (3) ways to accomplish this task:
- Submittal of required information as indicated in the request for proposal along with your Letter of Interest (LOI).
- Updating of your existing "prequalification" file during the July 1 annual update.
- Submittal of a "prequalification" package after the annual update period, but before submittal of a LOI.
After review of the submittal, the firm will be notified if they have been placed on the register of qualified firms.
Materials required for "prequalification" include a completed Private Engineering Firm Qualifications Package form (PEFQUAL-1)* and a sample of recent work plans (roadway design, structure design, geotechnical, hydraulic, photogrammetry, route surveys, etc.). Include your firm's CADD capabilities in MicroStation and Geopak.
*This form can also be found at our web site: www.doh.dot.state.nc.us Click on Engineering Guidelines…Scan across to Consultant Specific and choose PEF Prequalifications Form
 Corporations must be properly registered with the Secretary of State's Office and, if required, with the North Carolina Board of Examiners for Engineers and Surveyors and/or the North Carolina Board of Licensing of Geologists (if applicable). Proof of registration(s) should be included in the "prequalification" package when submitted initially or for renewal.
A North Carolina firm is a firm that maintains an office in North Carolina with an adequate number of employees determined by the department to be capable of performing the work required. Any firm meeting these requirements will be shown on our register of qualified firms. If a firm has a North Carolina office, but does not have individuals qualified in a specific area resident in North Carolina, that area of expertise will not be shown. If you feel your firm has a specialized expertise, let us know and we will make a determination at that time.
When professional and/or specialized services are required by the Highway Design Branch, a request for Letters of Interest is posted on the North Carolina Purchase and Contracts web page -- www.doa.state.nc.us/PandC (Under IPS and Other Bids, click on the dropdown box and select Department of Transportation. The web page is updated on the 1st and 15th of every month and the notice will provide you with a brief description of the type of work required.
Response to an advertisement must be submitted using the current format as published in the request for LOI. Failure to submit the correct number of copies or not meeting the published deadline will eliminate a firm from further consideration for that particular advertisement.
It is also departmental policy that the engineers, business entity, or any subcontractor which are involved in the prequalification review process, listed on the Register of Qualified Firms, or are employed to provide services for the department shall not discuss employment opportunities or engage the services of any person or persons, now in the employment of the North Carolina Department of Transportation without written and obtained consent of the department. The written consent must be requested through the employee's branch manager.
The Selection Committee will evaluate each firm submitting a LOI using the advertised evaluation criteria and their respective weighting. The department's general knowledge of the firm, complexity of the project, and other factors may have an effect on the selection process. With lump sum contracts, a firm is selected with a first and second alternate in most cases.
The selected firm will be notified by phone and by letter of their selection. Notification will not be sent to non-selected firms, but the selected firm will be placed on the internet at www.doh.dot.state.nc.us within hours of the selection. (Click on Engineering Guidelines…Scan across to Consultant Specific…Click on Unit Links…Click on Design Services Engineering Coordination Section…Scan down to Latest Selection Committee Results.)
A technical presentation and/or oral interview is normally not required. However, the Selection Committee, at its discretion, may elect to use this process with the short-listed firms before making a final selection.
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Priced Proposal Information |
A scoping meeting will be held with the selected firm to answer questions regarding the project and to disseminate any additional information. The firm will generally have 15 days to submit a cost proposal and supporting information. Negotiations, if required, will result in an agreed upon final cost. In most cases a Lump Sum Contract will be prepared for design work.
Generally, a pre-negotiation audit will be completed on the Prime Consultant and any Sub-consultant(s) prior to initiation of negotiations. A post audit may be performed, if deemed appropriate, after completion of the contract.
After successful contract negotiation and approval by the Board of Transportation, a Notice to Proceed will be issued.
Other branches within the Department of Transportation use consultants and may have slightly different procedures from those stated herein. If in doubt, contact the person named in the request for Letters of Interest.
Rules and Regulations for using Private Engineering Firms are available on the "Consultant Specific" website listed previously.
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NC DOT
NC DOH
NC GOV
