Getting Certified In Consultant Selection

Steps and Processes

Diana Foster

Where we are going…

What are the differences between A&E and Non-A&E consultant selection?

What are the 14 steps to selecting A&E consultants?

What other facts or stories that you need to know about?

Differences: A&E vs. Non-A&E

A&E Non-A&E

Selection Process

Qualification Based Selection (QBS)

Cost can be Weighted in Qualifications

Details

Independent evaluator(s) ranks & scores consultants according to qualifications matching the RFP

The top ranked consultant shall be selected to begin negotiations

Pricing can only be addressed after selection has occurred

Independent evaluator(s) ranks & scores consultants according to qualifications matching the RFP- cost can be a criterion

Top ranked consultant shall be selected to begin negotiations

Describe weighted importance of cost & other qualifications

ExamplesA&E Non-A&E

Drafting support Preparation of Right of Way

maps Work zone traffic control

plans Determine & evaluation site

geology Construction inspection Project design Aerial mapping control &

cert.

Accounting Auditing Counseling employees Fundraising Lobbying Policy development Air quality& noise studies Plan control of solid &

hazardous waste Public meetings

** The LAG Manual Consultant Selection Chapter (Appendix) provides more examples.

The 14 Step Selection Process: Steps 1-4

1. Identify & Define the Project■ STIP requirement

2. Determine Consultant Need & Project Phases■ LA’s QBS process■ ODOT’s two-tiered contracting process

3. Appoint Contract Administrator ■ Ensures contract completion, accuracy &

consistency ■ Appropriate Record Retention

Steps 4-6:

4. Create Scope – determine deliverables & timelines

■ SOW5. Prepare Cost Estimate

■ Past experiences■ Percent of cost of service relative to other similar

total project costs6. Formulate Selection Criteria

■ Ranking and scoring■ Transparency of criteria weights■ Specialties & resources

Steps 7-8:

7. Identify DBE Program & Goals■ ODOT’s Office of Civil Rights ■ Seek approval

8. Advertise & Solicit Bids for the RFP Major newspaper or technical publication Identify specialists Questions answered in writing or addendum up to a

week before closing Cost Estimates

A&E- at time of negotiations to determine fair & reasonable cost

Non-A&E personal services- estimate of hours, fees and classifications

Steps 9-11:

9. RFP Protest Procedures

10. Closing the Solicitation Process Evaluation of proposals-- Pass/Fail Evaluation Panel

11. Screening & Selection Interviews Transparency Fair and equitable No conflicts of interest

Steps 12-14:12. Consultant Selection & Negotiation

Highest rank Negotiate on SOW & Compensation Refine scope of services and schedule Unable to negotiate -- move down qualification list

successively 13. Award

Written notice14. Contract Administration

Oversight of daily work Consultant submits invoices to LA for review LA remits payment LA requests ODOT reimbursement

Completed Project Debrief

Ensure contract compliance & completion of work

Final payment & release Evaluate performance and document

Tidbits of Information

Importance of Agreement Clearly defined scope & statement of work Billing rates & classifications Independent contractor status &

relationships

Questions???