California Department of Transportation
 

A&E Consultant Survey Frequently Asked Questions

(Revised 7-15-10)

 

General Statement: The survey must be filled out by all city and county departments who have State or FHWA funded local assistance A&E contracts or locally administered state highway A&E contracts for which Caltrans is invoiced. Local Agencies can use the LPAMS link below to get a list of all projects that were invoiced to Caltrans since July 1, 2008:  http://lpams.dot.ca.gov/lpams/.

Q1:  Is this survey for all State or federally funded projects or is it only for ARRA and Prop 1B projects?

A1:  The Survey is to be completed for all State or federal (FHWA) funded projects and related contracts that are invoiced to Caltrans, including non ARRA and non Proposition 1B projects/ contracts. If Prop 1B or ARRA funds are involved, then check the appropriate box.

Q2:  Since the survey letter was addressed to public works, is the expectation that only Public Works departments need to complete the survey?

A2:  All Public Works and any other city and county departments that have State or FHWA funded projects and related contracts (invoiced to Caltrans) were asked to complete this survey in May and June. A separate, similar survey was directed to all MPOs, RTPAs and other transportation authorities or districts in July. Agencies that responded to the first survey do not need to re-submit it. 

Q3:  Are transit projects to be included in the survey?

A3:  Only FHWA funded transit projects are to be included in the survey, as long as the transit projects and related contracts are considered engineering or design-related services as defined in the survey instructions.

Q4:  Does the term "transportation project" include bicycle and/or pedestrian projects, streetscape projects (just street trees and street lights), signal coordination, and/or bridge maintenance?

A4:  Yes, as long as the project and related contract(s) are considered engineering or design-related services.

Q5:  Does "State and federal funding" include TDA, Office of Traffic Safety, federal earmarks (STIP), CDBG, gas tax, Prop 42, Prop 1B, TFCA, and other state or federal funding?

A5:  Any A&E contract, as defined in the survey instructions, that is State or FHWA funded must be included if Caltrans is invoiced, regardless of other funding sources.

 Q6:  Does "consultant" include arborists?

A6:  Yes, as long as the project and related contract(s) are considered engineering or design-related services as defined in the survey instructions.

Q7:  Is the survey to be filled out for each contract? Or each consultant?

A7: Fill out one survey per professional service contract (list the prime and all sub-consultants in the appropriate spaces on that one survey).

Q8:  Does the survey need to be filled out for all ARRA and Prop 1B projects?

A8:   Only for those projects that are invoiced to Caltrans as a result of a contract. For example those Prop 1B projects funded from the Local Bridge Seismic Retrofit Account, Traffic Light Synchronization Program or the State-Local Partnership Program should be included in the survey. Prop 1B projects such as the Local Streets and Roads Program (invoiced to the State Controller's Office) are not to be included in the survey.

Q9:  Do you want us to include only those projects that were continuously active from July 1, 2008 to present, or those that were signed and started since July 1, 2008.

A9:  All contracts that were signed, started, in progress, completed or otherwise active in any other way, regardless of billing status, should be included.

Q10:  Should we include contracts that are not funded with State or Federal-aid money, but which are part of a State or federal-aid project.

A10:   No. Only include on the survey those contracts that have a portion (at least $1) of State or federal funding.

Q11:  How do we capture non-project specific contract information such as those contracts where a consultant is acting in a management role?

A11: Fill out the Contract and Consultant Information and add clarifying comments in the “Preparer’s Comments” section of the survey. This situation may arise when the agency sets up task orders within the master contract for each project.  One form should be filled out for each task order involving a State or FHWA funded project that is invoiced to Caltrans.  One option is that the project information for each relevant task can be entered in the "Project Information" section.  The "Contract Information" section will then need to record either the master contract or task order info. For example:
"Contract Execution Date" = master execution date or task order execution date
"Contract End Date" = master end date or task order end date
"Local Agency Contract Number" =  master # or task order #
"Total Contract Amount" = task order total $
"Contract Fed Share"  = task order Fed $
"Contract State Share"  = task order State $
Other options are available, just be sure to clarify in the “preparer’s comments”.
Q12:  If STP or CMAQ funds are transferred to FTA and are encumbered on a FTA grant and are used for a contract, those funds/contracts would not be included in the survey.  Is that correct?

A12:  That is correct. We are not capturing contracts that have been funded with FTA transferred grants.
 
Q13:  Do we need to include non-infrastructure projects such as SRTSL-5928 (090) in our Local Agency Consultant Contract Survey?

A13:  Yes, report non-infrastructure projects that include State or FHWA funds and are invoiced to Caltrans.

Q14:  With “on-call” contracts:  in the contract information section, do we put the Master Agreement information which is covers all CIP projects the consultant might work on, or do we put the Task Order info which is project specific information?

A14:  Task order information which is project specific.  

Q15:  Of the total project cost and the contract amounts, we are supposed to indicate the Federal and State shares. Do we include in the Federal and State funding amounts only the FHWA funds and the State funds billed to Caltrans?  If we have other local, federal or state funds are they included?

A15: Only include the FHWA funds and the State funds billed to Caltrans, not other local, federal or state funds.

Q16:  Would any of the following projects need to be included as part of the survey?
 

  1. Traction Motor overhaul by Dahl-Beck Electric.  They are contracted to overhaul all our Siemens Traction Motor to manufactures specifications.  Including re-wind, resin dip and bake and test.
  2. Gearbox overhaul by Voith. Contracted to overhaul 40% of our Siemens gearboxes to OEM specifications.  Including the replacement of Ring and Pinion and testing.
  3. Truck frame sandblasting by American Stripping.  They sandblast the frames and spray with anti-rust chemical.  They strip the paint from the frames so that the bare metal can be inspected for fatigue, cracks and damage.
  4. Truck frame Non-destructive testing (NDT) by Construction Testing Services.  They Mag test and Ultrasonic test our frames for metal fatigue and cracks.
  5. Truck frame repair by Doyle's Welding.  Certified welder to make all repairs to frames.
  6. Machining work by TRI-Machine.  They machine all are shims, spacer and sleeves that are needed to assemble components during our overhaul.
  7. The Detectable Warning Tile (DWT) accessibility improvements project scope is to install DWT at various locations, within the City of Sacramento, where RT maintains and operates certain light rail tracks, stations and other facilities.  The City of Sacramento has similar work and agreed to construct our accessibility improvements along with theirs via a cost sharing "Reimbursement Agreement" with RT dated 05-05-2010.

A16:  None of the 7 “projects” listed need to be included in the survey.

Q17:  Do you have a preference on which type of AE consultant you would like to have surveyed first? For example, is environmental consultant preferred over R-W consultant or design consultant preferred over RE consultants?

A17:  Largest Contracts are highest priority.

Q18:  If a city is paying for the AE consultant for a state or federal project, do they still need to do the survey?

A18:  Yes

Q19:  Under Contract Information in the survey form, there is a line for "Local Agency Contract Number". What # is this?

A19:  Most agencies have a unique numbering sequence for each contract. Some just use the federal aid project number.

Q20:  There are lines for "Total Contract Amount ($)" and "Contract Fed Share ($)". My contracts are Time and Materials, not a Fixed Fee. Should I state T&M with an estimated amount?

A20:  Yes, just estimate the T&M amount.

Q21:  Do we still need to do the survey if the contract was done in prior to 7/1/08?  The engineering is not completed yet.

A21:  Since the engineering is not complete yet, the survey needs to be completed.

Q22: Of the total project cost and the contract amounts, we are supposed to indicate the Federal and State shares.  Do we include in the Federal and State funding amounts only the FHWA funds and the State funds billed to Caltrans?  If we have other local, federal or state funds are they included?

A22:  Only include the FHWA funds and the State funds billed to Caltrans, not other local, federal or state funds. This should have been more clearly stated in the Survey.

Q23:  SANDAG uses on-call consultants on the design aspect of their projects. With this in mind, should they be filling out the form per project or per on-call consultant only since there may be several projects with the same consultant?

A23:  One form per on-call consultant only. Please have them use the "Preparer's Comments" field for any clarifications they feel need to be made.

Q24:  What do we put in the “Postmile” field if it is not a State Highway?

A24:  You can put what ever reference your agency uses such as odometer or GPS coordinates. Otherwise, leave it blank.

If you have additional questions, please email them to David.Saia@dot.ca.gov.
 
Last Updated: 06/09/2010 at 2:00 PM