Consultant Services & CMS Training
Consultant Services & CMS Training
The goal of this site is to give consultants, project managers (PMs), and local authorities (LGs) the tools necessary to navigate Consultant Services processes. Here, you will find step-by-step instructions for utilizing essential platforms such as the Electronic Program Management (ePM) Contract Management System (CMS). Specific guidance for selection methods and contracting compliance can be found on our other sites:
In addition to these training resources, Consultant Services has developed a comprehensive Frequently Asked Questions (FAQs) document, which provides answers to some of the most commonly asked questions regarding Consultant Services and CMS.
Accessing EPM/CMS:
CMS, which is a module within ePM, is used to manage all consultant services contracting and invoicing. Use the following steps to gain access to the system:
- Check Requirements: This software requires Java 8. Please ensure it is installed on your computer before proceeding.
- Download: Click here to download ePM/CMS.
- Request Access: Use the appropriate form below:
Consultants must request security profiles and access updates from their firm’s Admin Access user. If you are unsure who your administrator is, please contact Consultant Services for assistance. The CMS Consultant Administration Guide and the CMS Profile Definitions are helpful resources for managing security profiles for Consultant Employees, along with the “Managing the Consultant Profile 930 Screen” video below:
UDOT employees will specify their required access on the request form. To update or change existing access, please contact [email protected]. Additional resources and information regarding ePM can be found on the Electronic Program Management (ePM) website.
Setting up a CMS Consultant Profile:
Consultants must maintain accurate firm information on the CMS 930 Screen. To contract with UDOT, ensure the following details are up to date in your profile:
- Remittance Address
- Training: Add Remittance Address PDF
- Employee Master List
- Training: Managing the Employee List
- ODC Categories and Items
- Training: Managing ODC Categories and Items
- Training: Copy ODC Items to a New Financial Screening Period
Using CMS for Contracts:
Consultant Services Contracts go through the following steps in CMS. Click the drop down for specific instructions and training related to each step.
Local Government Federal Aid Agreement (FAA)
Pursuant to 23 CFR Section 635.105 (Supervising Agency), a state agency requires a FAA to be signed for any project in which an LG is receiving federal funds as part of its oversight responsibilities to ensure compliance with all federal requirements.
The FAA is initiated by the PM through CMS. This agreement includes all costs associated with the project including the LG’s required share of the project cost (local match) and the roles and responsibilities for both UDOT and the LG. If project costs increase after the execution of the FAA, the local match may increase and a modification to the FAA may be required.
Contract Request and Acceptance
Before selecting a consultant and initiating a contract, PMs are required to develop a SOW and an independent cost estimate (ICE), which will assist in determining the selection method and level of effort required. This is detailed in the Consultant Services MOI on pages 15-19.
- Small Purchase Request Training Video (9:22)
- Small Purchase Request Training PPT
- Contract ICE Training Video (3:47)
- PM Checklist for Program Finance Submission
- Contract Fixed Fee Calculator Tool
Consultant Document Preparation (DOC PREP)
Consultants must prepare the documentation and information listed below for all contracts and contract modification requests. Use the resources below for CMS data entry training and visit the Contracting Resources webpage for compliance requirements.
- Executive Summary
UDOT PM Approval (NEGOTIATIONS)
PMs must review and approve all consultant documents as entered into CMS. Please visit the Contracting Resources webpage for additional contract compliance requirements.
At a minimum, PM’s should complete the Contract Review Checklist for PMs when reviewing Consultant Contract Documents.
Consultant Services Compliance Review (INFO PENDING)
After the UDOT PM has approved the contract documents, the assigned Contract Administrator from Consultant Services will review all consultant documents for compliance. Please visit the Contracting Resources webpage for additional contract compliance requirements.
Signature Routing
After a thorough review, Consultant Services will upload the contract to Adobe Sign to begin the routing process. The specific approval path is determined by the contract’s type and value. You may check the signature status by logging into Adobe Sign or contacting your Contract Administrator.
Contract Execution and Modifications
Contract Execution
Once a contract has been signed by all applicable parties, Consultant Services will issue a Notice to Proceed (NTP) email from CMS. Once that email has been received, consultants may begin work on the project.Contract Modifications
Contract date extensions may be requested by the consultant or the Department PM in the contract management system. Once requested, Consultant Services will route the contract date extension for approval and issue NTP.
Staffing Updates
If a consultant requires alternate staff to assist on a project after a contract has been executed, the consultant must submit an Alternate Staff Transaction in CMS, which will need to be reviewed and approved by the UDOT PM.Invoicing
Consultants must submit an electronic invoice on a monthly basis for approval by the PM for all contracts and WTOs. Consultants are required to provide supporting documentation for the invoice such as labor reports, direct expenses, and subconsultant expenses.
It is recommended that consultants organize the back up documentation in the same order that the invoice is created and reviewed in. Backup documentation is required at time of invoice submission and if returned for any reason it will need to be uploaded in a single pdf again. Please utilize the list below to organize your backup documentation, in order:
- Local Government Payment Authorization Form – If Applicable
- Consultant Invoice
- Labor Reports With Summary
- ODC – Receipts for all Actual Expenses
- Subconsultant Invoice and Backup Documentation
- Misc. Documents based on Contract Scope of Work or PM Requests
Contract Closeout and Audit
Contract closure occurs after the final invoice is processed. Contract closure steps are
outlined in the CS Contract Closeout Process Checklist, the CMS Contract Auto-Closure and Final Invoice Detail document, and below:
- The Consultant submits the final invoice for the contract. Please see the preceding drop-down section for detailed invoicing instructions
- The UDOT PM completes and uploads the final consultant project evaluation and approves the final invoice.
- The Project Evaluations are done through the Interchange Site. UDOT employees will log into Interchange using their state enterprise username and password.
- Consultant Project Evaluation Form Instructions
- Consultant Acting as UDOT PM Project Evaluation Form