Consultant Services updates
Travel (Mileage) Reimbursement (January 2025)
Starting January 1, 2025, the standard IRS mileage rate for business use of a personal vehicle is INCREASING to $.70 (cents) per mile. This new rate should be used for all contracts and consultant billing from January 1, 2025.
Increase to MnDOT's Overhead Rate Cap Effective October 1
MnDOT understands the cost of doing business has increased over the last several years, therefore, will increase its overhead rate cap from 170% to 175%. This will go into effect for contracts that start the contracting process on or after October 1, 2024. Contracts that are already in process will maintain the current overhead rate cap of 170%. Amendments to existing contracts will continue to use the cap that was in place in the original contract. There will be no adjustments to the fixed fee calculations.
Please see the following letter for additional information: Overhead Rate Increase Letter 09.26.2024
Quality Management Plan (QMP) Updates
Thank you to those that provided feedback on QMP's during the solicitation process. QMP's will no longer be a required scoring item within solicitations. MnDOT has made updates to the QMP sections within the solicitation templates to reflect this change.
MnDOT Project Manager's may elect to request a project specific QMP as part of the contract. If required, this will be detailed in the contract and in most cases, will be due 5 calendar days after contract execution.
Audit Program | Annual Audits by Consultant
Following a successful Fiscal Year 2024 Audit Pilot Program, effective July 1, 2024, MnDOT Office of Audit will implement an Audit program that conducts annual audits by consultant instead of program and contract-based audits. Reference the Consultant Corner tab for additional information.
MnDOT seeks input on proposed three-year goals for disadvantaged businesses
The Minnesota Department of Transportation invites and welcomes public comments on the proposed statewide goals for Disadvantaged Business Enterprise (DBE) participation in highway and transit contracts for federal fiscal years 2025‐2027.
The DBE program is an affirmative action program intended to level the playing field by providing contracting opportunities for small businesses that are owned and controlled by socially and economically disadvantaged individuals.
Two public hearings were held on June 18 and June 24, 2024 to discuss the goals and methodology and receive public comments. The public comment period is June 18 - July 18, 2024.
The proposed statewide goals, executive summary, Public Hearing Presentation slides and information on submitting public comments can be found here: https://www.dot.state.mn.us/civilrights/dbe-goal.html
Solicitation Page Limit and QMP Updates
Thank you to those that provided feedback on solicitation language related to page limits and the QMP language. MnDOT has made updates to the page limit sections within the solicitation templates. Consideration is still being given to the QMP language. Updates to the QMP language may be incorporated soon.
Work Force and Equal Pay Declaration Page and Resident Vendor Form
In an effort to reduce the redundancy of forms being submitted during the solicitation process, consultants can now submit certain forms to Consultant Services. Consultant Services will save the forms so that they are accessible to all MnDOT contract administrators for review during a solicitation process. The following forms may be submitted to Consultant Services at ProfessionalTechnicalContractForms.dot@state.mn.us:
- Workforce and Equal Pay Declaration Page MnDOT Consultant Services will only store this document if a firm is a Certificate Holder or Exempt. Must identify the certification end date on the document. If at any point there is a status change, you submit an updated declaration page. Please note, if the information on file is not up to date, it may impact payments or contract executions. If you are unsure of your certification end date visit Contractor Status / Minnesota.gov (mn.gov).
- Resident Vendor Form Form must be submitted every 12 months OR if Resident Vendor status changes.
Legislative Changes to Preference Points and Equity Select
The State made two major contracting changes in the 2023 legislative session to help promote certified, small Minnesota-owned businesses that have historically experienced economic challenges. These changes increased preference point percentages and the Equity Select threshold, effective July 1, 2023. The new legislation can be found in Minnesota Statutes 16C.16, subdivisions 6, 6a, and 7, as seen via the links on the Minnesota Revisor’s website to the Laws of Minnesota 2023, Chapter 62, Article 2, Sections 77 – 79.
Click here for additional information: Legislative Changes to Preference Points and Equity Select
Solicitation Language for Contracting with Community-Based Organizations (February 2022)
MnDOT has developed recommended language that could be used in lieu of (or in addition) to the existing solicitation language when interested in contracting or sub-contracting with Community-Based Organizations (CBOs) for engagement/communications work activities.
- View the language recommendations: Solicitation Language Recommendations for Contracting with Community Based Organizations (Word)