NEW YORK STATE DEPARTMENT OF TRANSPORTATION



NEW YORK STATE DEPARTMENT OF TRANSPORTATION

CONSULTANT INSTRUCTION

SUBJECT: ESTABLISHING ANNUAL and MAXIMUM SALARY RATE ROSTERS

DATE: February 14, 2005 CODE: 05-01 SUPERSEDES: CI 04-02 & 03-01

APPROVED: _____________________________________________________________

RICHARD ALBERTIN, DIRECTOR, CONTRACT MANAGEMENT BUREAU

CONTACT PERSON: Judy Tanzman TELEPHONE: (518) 457-2601

Effective February 14, 2005, the Contract Management Bureau (CMB) will establish annual salary rates once per 12 month period for each firm providing consultant engineering and architectural services to NYSDOT. After acceptance of a firm’s Annual Salary Roster submission, average salary rates will be generated for each reported title and used as the basis for salary rate projections in all original and supplemental agreements processed during the following 12 month period. It is anticipated that establishment of salary rates in this manner will reduce the time, effort and confusion resulting from creating individual salary rates for each agreement. It is also anticipated that consultant firms will endeavor to submit their salary rates well in advance of negotiating either original or supplemental agreements.

Who’s required to submit an Annual Salary Roster

● All firms participating in Architectural/Engineering consultant agreements with NYSDOT

How to submit an Annual Salary Roster

● Submit the Salary Roster portion of the Department’s Consultant Selection System (CSS) at . To enter the CSS, log in at the top of the page adjacent to “Electronic Consultant Selection System.” Firms that have never registered in the CSS will have to register in the system and complete the Initial and General Firm information portions of the CSS. Any firm that has previously obtained FIN and CIN numbers from the CMB but has not obtained a Log On Id or password for the CSS web site or if the firm has forgotten its FIN, CIN, or Log ON Id, it SHOULD NOT attempt to log into or register in the CSS web site until contacting Diane Harris of the CMB at (518) 485-8295.

When to submit an Annual Salary Roster

● Initial rosters are due after February 14, 2005 and annually thereafter.

● Rosters will only be accepted once every 12 month period. No additional Salary Rosters will be accepted during the subsequent 12 month period. Only one Roster per 12 month period, no exceptions!

● Firms that have raise policies that apply raises to the majority of staff in a particular month must submit their Annual Salary Roster in that month. For example: if a firm gives raises in January it must submit its Annual Salary Roster in January.

● Firms that give raises throughout the year may submit an Annual Salary Roster once a year in the month it deems appropriate.

● Care should be taken to ensure Roster submissions are accurate and complete because revisions will not be allowed.

● Any firm that is Short Listed in the selection process (prime or sub-consultant) should have a roster submitted within the previous 12 months. Failure to have a roster submitted at the time NYSDOT needs to process an agreement may result in a standard salary projection being applied to an older roster.

● CMB reserves the right to revise Roster submissions, and those revisions may affect the average salary for one or more titles.

What to Include in an Annual Salary Roster Submission

● Rosters must contain all current staff a firm reasonably believes may provide services to NYSDOT.

● Firms should not include administrative staff related to sales, office operations, accounting, etc., and staff from offices outside of NYS that are not likely to provide services to NYSDOT.

● No revisions to Annual Salary Rosters will be accepted to reflect new hires or promotions for any title or employee reported on a previously accepted Roster during the prior 12 month period.

● Any employee who functions in more than one role (title) should be recorded for the appropriate percentage to reflect each of their several roles, but no employee may exceed a maximum of 100%.

● Failure to initially report an employee or his/her additional roles (titles) is not grounds to revise an Annual Salary Roster.

● Rosters may only reflect current employees or individuals known to be working for a firm in the very near future. Do Not report individuals or titles that may be hired or added to the Roster as “To Be Hired.”

How to Add to a Title to an Annual Salary Roster Content

● Newly hired employees may only be added to a Salary Roster if they are hired in a new title that is not reflected on the most recent Roster. Creation of a one-of-a-kind title solely to reflect a single new employee is discouraged.

● New hires (promotions are not new hires) in a new title (title not on the prior Roster) must be provided to the CMB by submitting a written request to add each new title and identified staff to an existing Annual Salary Roster.

● After a new title is added to a firm’s Roster that title may not be revised to reflect additional new hires, promotions, or any other staff change until the next annual Salary Roster submission.

How Annual Salary Rosters will be used

● In all cases the salary rates reflected on a firm’s Roster submission will become the basis for the average rates used in all its supplemental and original agreements negotiated during the subsequent 12 month period.

● CMB reserves the right to revise Roster submissions, and those revisions may effect the average salary on one or more titles.

● Annual salary escalations will be determined from industry data and equitably applied by CMB in the Bottom Line process to all firms during the negotiation of individual agreements in order to reflect potential raises during the term of the agreement.

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A separate roster submission will be required to establish Maximum Salary Rates for the calendar year CY (January 1 – December 31, not the 12 month period immediately following Roster submission).

Why submit an Annual Maximum Salary Rate Roster

● In order to have the maximum salary rates established for all of a firm’s titles for the current CY. Once established the those same maximum salary rates will be used in every agreement negotiated during the CY and will be applied to all previously existing agreements that do not have previously established maximum salary rates for the CY.

How to submit an Annual Maximum Salary Rate Roster

● Maximum Rate Rosters must be submitted after February 14, 2005 and annually each year thereafter by submitting the Maximum Salary Rate Roster portion of the Department’s Consultant Selection System (CSS) at URL: . To enter the CSS, log in at the top of the page adjacent to “Electronic Consultant Selection System.” Firms that have never registered in the CSS will have to register in the system and complete the Initial and General Firm information portions of the CSS. Any firm that has previously obtained FIN and CIN numbers from the CMB but has not obtained a Log On Id or password for the CSS web site or if the firm has forgotten its FIN, CIN, or Log ON Id, it SHOULD NOT attempt to log into or register in the CSS web site until contacting Diane Harris of the CMB at (518) 485-8295.

● Selecting the Maximum Rate Roster Submission option will create a list of titles drawn from the firm’s latest Salary Roster Submission. That list may be modified prior to submission.

When to submit an Annual Maximum Salary Rate Roster

● Maximum Rate Rosters will only be accepted once each CY. Rosters may be submitted at any time during the CY but must be submitted prior to negotiating any agreement in a CY requiring the establishment of Maximum Salary Rates.

● Firms must submit a request to the Contract Management Bureau identifying which agreements need to have new maximum salary rates established for the current CY. If CY maximum salary rates have previously been established for an agreement they will not be revised or modified unless the Contract Management Bureau has made an error in the establishment of those rates. Failure to have submitted all relevant salary data prior to the establishment of CY maximum salary rates will not be accepted as the basis for revising those rates.

What to Include in an Annual Maximum Rate Salary Roster

● Rosters must contain each active title that will potentially provide services to the Department and the maximum salary reasonably proposed to be paid to any incumbent of that title during the CY. It should not include the titles of administrative staff related to sales, office operations, accounting, etc.

● Rosters must include all titles from previously established agreements. Failure to include titles from previous agreements will reduce the accuracy of Maximum Salary Rates in those agreements and require the firm to develop a “Crosswalk” to convert old titles to new titles.

How to Add to or Amend an Annual Maximum Rate Salary Roster Content

● Rosters may only be revised to reflect a new hire in a new title. Creation of a one-of-a-kind title solely to reflect a single new employee is discouraged.

● If a new title is added to the firm’s roster in a CY, that title may be added to the Maximum Rate Roster by submitting a written request to CMB to add each new title and a maximum salary rate for that title in their existing Roster.

● Once a new title and rate are added to a Maximum Roster that title may not be revised again during that CY.

In instances where a firm fails to provide Salary data on a timely basis for the development of either an original or supplemental agreement, the CMB reserves the right to project either the Maximum or Annual salary rates to be included in an agreement. Failure to submit salary roster data in a timely manner or when needed by the CMB may result in a recommendation that another firm be designated for a project.

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