qbs · qbs is a fair and rational procedure that facilitates the selection of a design professional...

QBS Qualifications-Based Selection

Why Value Outweighs Cost in the Selection of Engineering Services

Detailed Workbook for Qualifications-Based Selection containing:

»Step-by-StepProcedures

»Examples

»History

QBS | Qualifications-Based Selection 1

QBS Table of Contents

1.0 INTRODUCTIONS 2

2.0 HOUSE CONCURRENT RESOLUTION NO. 206 3

3.0 HOW DOES QBS WORK? 4

3.1DevelopingtheGeneralScopeofWork 4

3.2EstablishingaSelectionTimeFrame 5

3.3CompilingaListofDesignProfessionals 5

3.4RequestforQualificationDocuments 6

3.5EvaluatingQualificationSubmittals 7

3.6EstablishingaShortlistofFirmstobeInterviewed 8

3.7BriefingHeldwithShortlistedFirms 8

3.8InterviewingtheShortlistedFirms 9

3.9RankingtheFirmsinContentionforSelection 11

3.10NegotiatingaDetailedScopeofWorkwithSelectedFirm 11

3.11NegotiatingaContractwiththeSelectedFirm 11

3.12Post-SelectionCommunicationsEvaluationofProcess 12

3.13AdditionalDiscussion 12

3.14AssociationswithListsofDesignProfessionalFirms 13

4.0 INFORMATION AND EXAMPLE MATERIALS 14

4.1RequestforLettersofQualificationSampleMemo 15

4.2RequirementsforLettersofQualification 16

4.3ScheduleofActivities 17

4.4PreliminaryScopeoftheWork 18

4.5Memo–“NotSelectedforInterview” 19

ForFirmsthatSubmittedLetters/StatementsofQualification

4.6MemotoShortlistedFirmstobeInterviewed/Tourof 20

Facilities/andCriteria

4.7Interview:QuestionsandScoreSheets 22

4.8GroupInterviewEvaluationForm 23

4.9MemotoShortlistedFirmWhenTechnicalProposalisRequested 24

4.10TechnicalProposalScoreSheets 25

4.11GroupTechnicalProposalEvaluationForm 26

4.12MemoforAllDesignProfessionalFirmsThatWereInterviewed 27

4.13ReferenceCheck 28

4.14LettersofQualificationsEvaluation 29

4.15OptionalForm–InterviewScoreSheet 31

4.16Example–Interview:QuestionsandScoreSheets 32

4.17Example–GroupInterviewEvaluationForm 33


1.0 INTRODUCTION AND BACKGROUND

What is QBS?

Qualifications-BasedSelection(QBS)isanobjective,flexibleprocedureforobtainingarchitectural,engineering,surveying,andotherrelatedprofessionaldesignservicesonpublicprojects.Itassistsanownerintheselectionprocessiftheownerdoesnotalreadyhaveaprofessionaldesignconsultant.TheQBSprocessishelpfultofrequentusersofdesignservicesaswellasone-timeuserswithlittleornopastpracticalexperienceinworkingwithdesignprofessionals.QBSprovidesownerswithaselectionprocessthatisstraightforwardandeasytoimplement,isobjectiveandfair,canbewelldocumented,andisopentoaudit.QBShasreceivednationalandstateattentioninthepublicsectorthroughlegislationformanyyears.InOctober,1972,thefederalgovernmentenactedPublicLaw92-582coveringtheselectionofarchitectsandengineersbasedonqualifications.ThisbillhassincebeenknownastheBrooksSelectionBill,asitwasintroducedbyU.S.RepresentativeJackBrooksofTexas.TheQBSCoalitionwasformedin1984.In1987,itundertookthechargebytheMichiganLegislatureinHouseConcurrentResolution#206toprovideadocumentedunderstandingoftheprocess.TheQBSCoalitionforMichiganissupportedbythefollowingassociations:

» ACECOFMICHIGAN » MSPE » AGCOFMICHIGAN » MSPS » AIAOFMICHIGAN » MWEA » APWAOFMICHIGAN » ASCEMICHIGANCHAPTER » ASLAOFMICHIGAN » ESD

Theterm“designprofessional”isusedinthisdocumenttorepresentanyofthedesignprofessionals,orcombinationthereof,includingarchitecture,engineering,surveying,andsupportservices.

“Owner”isusedinthisdocumenttorepresentthepublicuserofdesignprofessionalservices.

TheMichiganQBSdocumenthasbeenpreparedforusebypublicpurchasersofprofessionaldesignservices,andderivesfromexperiencegainedbytheArchitecturalandEngineeringSocietiesinWisconsinandotherstateswithsimilarprograms.Inaddition,thereportandworkbookbytheAmericanInstituteofArchitects,“QualificationsBasedSelection:AProcessfortheSelectionofArchitectsbyPublicOwners”,wasused.TheQBSCoalitionofMichiganhasmodifiedthesedocumentstomakethemapplicableinMichigan.


3.0 HOW DOES QUALIFICATIONS-BASED SELECTION (QBS) WORK?

QBSisafairandrationalprocedurethatfacilitatestheselectionofadesignprofessionalonthebasisofqualificationsandcompetenceinrelationtothescopeandneedsofaparticularproject.Inmostinstances,theQBSprocessshouldincludeallorsomeofthefollowingsteps:

1. Theowneridentifiesthegeneralscopeofwork.2. Theselectionscheduleisestablished.3. Alistofdesignprofessionalfirmsiscompiled.4. Qualificationdocumentsarerequested.5. Qualificationdocumentsareevaluated.6. Ashortlistoffirmstobeinterviewediscomposed.7. Abriefingisheld.8. Interviewsareconducted.9. Firmsarerankedforselection.10. Detailedscopeofworknegotiatedwiththetoprankedfirm.11. Acontractisnegotiatedwiththetoprankedfirm.Ifanagreementcannotbereach, thosenegotiationsareendedandnegotiationsarebegunwiththesecond-ranked firm,andsoondowntheline,untilagreementisreachedandafirmisselected.12. Allfirmsinvolvedreceivepost-selectioncommunicationsandtheprocessis evaluated.

This step-by-step procedure and its variations are detailed in the following sections.

3.1 DEVELOPING THE GENERAL SCOPE OF WORK

Tobegintheselectionprocess,theownermustbrieflyidentifythegeneralscopeandtheparticularneedsoftheproject.Justastheownerneedsinformationaboutthequalificationsandcompetenceofthedesignprofessionalfirms,thefirmsneedtoknowtheprojectrequirementsandgoals.Whenthescopeofworkisproperlydescribedandcommunicated,itsavestime,money,andeffortforboththeownerandthedesignprofessional.Awell-definedscopeofworkallowsthedesignfirmstotailortheirstatementsofqualificationsdirectlytotheprojectrequirements,andprovidestheownerwithauniformbasisforevaluatingtheresponses.

The following are the basic elements that normally will be included in a statement of the scope of work for a project:

» Owner’sname» Descriptionoffunctionandshorthistoryoftheownerorganizationoragency,in

includingthegoalsoreventsthatpromptedtheproject.» Projectnameoridentification.» Projectlocation.» Contactperson.(Thispersonshouldbeidentifiedclearlyastheonlypersontocon

tactforinformationontheproject.)» Identificationandexplanationofinvolvementofselectionpanelorclientgroups,

e.g.boards,foundations,committees,citizensgroups.


» Descriptionsofotherconstructioninprocessorplannedforthesamesitebutnot partofthescopeofwork.» Descriptionsofcompletedstudies,surveys,and/orpreliminaryfeasibilityworkthat arerelevanttotheprojectandavailabletothefirmsthatwillbeshortlistedand interviewed.» Requirementsforfurtherfeasibilityplanningpriortodesignandconstruction.» Projectoutline,including(totheextentknown)theintendedsize,function,and occupancy;andothergeneralanticipatedrequirements,e.g.renovation,demolition, additions,newconstruction;andenergy,landuse,andsiteselectionconsiderations.» Anticipatedscheduleincludingcompletionofdesignwork,beginningof construction,andplannedprojectcompletiondate.» Descriptionofdesignprofessionalselectionprocess,includinginvolvementof groupsmentionedabove.» Additionaloruniquerequirementsorconsiderationssuchasreferenda,anticipated fundingstrategy,andbudgeting.

Additionalitemsmaybeaddedtothislistasappropriatetoprovideguidancetothecompetingfirmsandtomeettheneedsoftheowner.Allservicestobeprovidedbythedesignprofessionalincludingfeasibilitystudies,design,constructioncoordination,budgetdevelopment,andfundingstrategyshouldbespecificallyidentified.

Forms for guidance in preparing a Preliminary Scope of the Work, and examples, are included in the Appendix.

3.2 ESTABLISHING A SELECTION TIME FRAME

Tokeeptheprocessofselectingadesignprofessionalproceedingsmoothly,ownersshouldestablishatimeframeforcompletionoftheselectionprocess.Establishingthetimeframepreventsmisunderstandingandlast-minute“surprises”thatmightdelayorsidetracktheprocess.

Thetimeframeforeachprojectwilldiffer,dependinguponthenatureoftheproject,theconcernsoftheowner,andotherfactors.Insomeinstances,thetourofexistingfacilitiesmaybeprovidedtofirmsbeforeshortlisting.Sometimes,thecomplexityofaprojectcallsforsecondorthirdinterviews,althoughmultipleinterviewsgenerallyshouldbediscouraged.Inanycase,thetimeframeshouldbemodifiedtoensurethatallthesevariablesaretakenintoaccount,andthattheestablishedscheduleisappropriate.

A sample form is included for guidance in developing a time frame.

3.3 COMPILING A LIST OF DESIGN PROFESSIONALS

Howdoestheowneridentifyprofessionaldesignfirmsfromwhichtorequeststatementsofqualifications?Someofthefactorsthatshouldbeconsideredare:

» Thetypeoffirmneeded,e.g.architectural,engineering,surveying,orrelateddesign professionals.» Thereasonablenumberoffirmsthattheownercanevaluate.» Thegeographiclocationsanddistributionofthefirms.


Advertisements for Public Projects

Placingpublicnoticesofprojectsinnewspapersandtradeorprofessionalpublicationsisoftenrequiredbystateandlocallawsorregulations.Suchannouncementswillreachmanyinthedesigncommunity,andwillresultinalargenumberofresponses.Ifthisapproachisused,theadvertisementshouldspecifyinformationtobesubmitted,andtheownermustbepreparedtospendtimeevaluatingtheexpressionsofinteresttonarrowresponsesdowntoaworkablenumberoffirms.

Directories

Mostprofessionalorganizationspublishdirectoriesormakemailinglistsofmemberfirmsavailable.Theseoftencanhelpownersidentifyfirmswithinterestand/orexperienceinspecifictypesofprojects.TheAIA/Michigan,ACEC/Michigan,ASLA/Michigan,theMichiganSocietyofProfessionalEngineers,theMichiganSocietyofProfessionalSurveyors,andmanyotherorganizationsmaintaindirectoriestohelpownerslocatefirms.Directoriesusuallycanbefoundinthereferencesectionofthelocallibrary.Localtelephoneyellowpagesandotherkindsofcommunitybusinessdirectoriesalsocanbeusedtoidentifyprofessionaldesignfirms.

Referrals

Toidentifyfirmsmoreselectively,anownermaywishtocontactotherownerswhohaverecentlyuseddesignprofessionalservicesonsimilarprojects.

Howmanyfirmsshouldbeincludedonthelist?Thereisnoexactformula.Theownershoulddeterminethenumberappropriateforthespecificprojectandcircumstances.

3.4 REQUESTING QUALIFICATION DOCUMENTS

ARequestforQualifications(RFQ)canbeusedtoobtainthenamesandcredentialsofinterestedprofessionalfirms.Publicownersalsomayberequiredtoadvertiseforinterestedprofessionaldesignfirms.Whenthelistoffirmstobeconsiderediscompiled,theownershouldpreparethefollowingmaterialstosendtothefirms:

1. Amemotoallfirmsthatareinvitedtosubmitstatementsofqualifications.The memoshouldlistallfirmsinalphabeticalorder.(Ifthelistislimited,itiscustomary fortheownertoletfirmsknowthenamesofothercompetingfirms.)2. Alistofinformationthatshouldbeincludedwiththefirms’statementsof qualifications.3. Ascheduleofplannedactivities.4. Ascope-of-workstatement.5. Therequirementsforequal-opportunityemployment,minoritybusiness,small business,andwomenownedbusinessparticipation.


Itisessentialthatallfirmsreceivethesamematerialssothatallthefirms’responseswillbebasedonthesameprojectspecificationsandconstraintsand,therefore,canbecomparedfairly.

Theexchangeofinformationbetweentheownerandtheprofessionaldesignfirmsisanimportantinitialphaseintheselectionprocess.Theowner’srepresentative,listedonthememorequestinglettersofqualifications,shouldbepreparedtohandletelephonecallsandalsoshouldbeauthorizedtorespondtoquestions.Ifaquestionfromonefirmrevealsimportantinformationismissingfromthematerialssenttothefirms,allofthefirmsshouldbesuppliedwiththatinformationinwriting.

SampleformsforthisstepintheQBSprocessareincluded.(Thefederalgovernmentstandardforms254/255oftenarerequestedbypublicownersasfirms’statementsofqualifications.Theformsareeasytouseandarefamiliartomostfirms.)

3.5 EVALUATING QUALIFICATION SUBMITTALS

Theselectioncommitteeassignedtodevelopashortlistoffirmsshouldevaluatequalificationssubmittedbythefirms.(Itisuptotheownertoensurethatthescreeningcommitteeiscomposedofcompetentindividualswhowillbeabletomakeanintelligentselectiondecision.)Itisrecommendedthattheownerestablishapolicythatqualificationsubmittalsreceivedafterthedeadlinewillnotbeconsidered.

Thenumberoffirmstobeincludedontheshortlistandtheninterviewedmayvarydependingonthesizeandscopeoftheproject.Generally,threetofivefirmsaresufficient.

Asampleevaluationformisprovidedtoassistwithreviewingandshort-listingfirmsbasedontheirqualificationssubmittals.Thisformshouldbetailoredtomeetspecificprojectneeds.

Aformalsoisincludedforcheckingreferencesoffirmstheownerisparticularlyinterestedin.Referencesshouldbecheckedbetweenthetimequalificationssubmittalsarereceivedandthetimetheselectioncommitteemeetstodevelopashortlist.

Allevaluationsshouldprovideequal-opportunityconsiderations.


3.6 ESTABLISHING A SHORTLIST OF FIRMS TO BE INTERVIEWED

Basedonevaluationofqualificationsubmittalsandreferencechecksdiscussedintheprecedingsection,theownercanestablishashortlistofthreetofivefirmstobeinterviewed.Becauseallfirmsthatsubmittedqualificationscommittedtimeandexpensetopursuetheproject,theownershouldcontactthefirmsnotselectedfortheshortlistaswellasthosetobeinterviewed.Thememosenttofirmthatdidnotmaketheshortlistcanexpressthanksandidentifythefirmsthatwillbeinvitedtointerview.

A sample memo is included.

3.7 BRIEFING HELD WITH SHORTLISTED FIRMS

Firmsselectedforinterviewsshouldimmediatelybesentinformationregardinginterviewrequirements.Whatshouldbeincludedinthememotothesefirms?

The following elements should be considered:

1. Abriefingdatefortheshortlistedfirmsshouldbeestablished.Thismayinclude atourofthesite/facilitiesifconsideredappropriate.Thetourprovidesthefirms withanimportantfirst-handlookattheconcernsthatgaverisetotheproject.The briefingalsoprovidesafurtheropportunityforexchangeofinformationaboutthe project.Iftheprojectsiteisvacant,theownermaysimplyprovidemapsand directionstothesite.Iffacilitiesexist,however,thefirmsprobablywillwanttotour themwiththeowner.

Briefingtourscanbehandledindividually(theowner’srepresentativemeetsindividuallywithrepresentativesofcompetingfirms)orinagroup(allinterestedfirmsmeetataspecifictimeandplaceforagroupreviewofthesiteand/orfacility).

2. Alistofinterviewcriteriaandquestions,andanexplanationofthescoringan selectionprocess,shouldbesenttothefirmsontheshortlist.Predetermining selectionscoringcriteriaandspecificareasofownerconcern,andprovidingthat informationtotheshortlistedfirms,willprovidetheinterviewingcommitteewiththe bestpossiblebasisformakingan“applestoapples”comparison.

3. Iftheownerhasfeasibilitystudies,aprojectprogram,orotherbackground informationontheproject,thesematerialsshouldbesubmittedtothefirms,or madeavailabletothemforpurposesofreview.

4. Otherspecificsabouttheinterviewsthemselves,includingthedate,place,time, andthenamesandtitlesofthemembersofthegroupthatwillbeconductingthe interviews,alsoshouldbeincluded.

A sample memo to shortlisted firms is included. The memo, and scoring and evaluation sheets, should be tailored to meet the owner’s criteria, specific priorities, and concerns.


3.8 INTERVIEWING THE SHORTLISTED FIRMS

Purpose

Interviewswiththeshortlistedfirmslettheownercomparethefirms’differentapproachestothedesignprocess,aswellastheirinterpretationsandunderstandingofthespecificprojectrequirements.Theownershouldnotexpectsketchesorotherdesignworkfortheprojectatthistime.Thedesignrequirementsforevensimpleprojectscanbequitecomplex;andatthisstate,thedesignprofessionalwillnotbesufficientlyawareoftheowner’sneedsandrequirementstobeabletoproduceameaningfuldesignsolution.

Theinterviewsallowforevaluationforthepersonalstylesofeachfirm’smanagementandkeypersonnel,andtheircompatibilitywiththepre-identifiedcriteriafortheproject.Itisimperativethatdesignpersonnelassignedtotheproject,aswellaskeyrepresentativesfromthefirm’sconsultants,bepresentattheinterview.Itisalsoessentialfortheprojectuserstobeinvolvedintheinterviews.Directinteractionbetweentheowner/userandthedesignprofessionalisessentialforthedevelopmentofadesignthattrulymeetstheowner’sneeds.

Set-up

Thephysicalset-upfortheinterviewshouldbecomfortable,withgoodacousticsandampleroom.Aseparatewaitingareashouldbeprovidedforotherfirmstobeinterviewed.Equipmentsuchasblackboards,flipcharts,andaudio-visualscreensprobablywillbeusefulifavailable,althoughmostfirmswillbringtheequipmenttheyneed.Sinceequipmentset-uptimemaycausesomedelays,tworoomsshouldbeused,ifpossible.Whileonefirmisbeinginterviewedinthefirstroom,anotherfirmcansetupinthesecondroom.Thisensuresthatimportantinterviewtimeisnotspentcheckingequipment.

Ownersmayelecttointerviewtheshortlistedfirmsinthedesignprofessional’soffice.Thiscanprovidegreaterinsightregardingthefirm’sworksettingaswellasmethods,equipmentandinformationalresources,andkeyteammembersproposedfortheproject.Interviewsmaybeheldinclosedsessionsunlessapplicablestatutesorregulationsrequireanopenpublicmeeting.Insuchcases,thefirmsshouldbenotifiedofthisinadvance.

Some Interviewing Guidelines

The following are suggested guidelines for setting up and conducting the interviews.

» Interviewonlythefirmscommunicatedwithduringtheselectionprocess,toensure thatallinterviewedfirmshavehadequalopportunitytopreparepresentations.


» Scheduleatleast45minutesforeachpresentation,and15minutesbetween interviews.It’simportanttoallowampletimeforthepresentationandquestion- and-answerperiod,andalsoforthecommitteetodiscussthepresentationprivately beforebeginningthenextinterview.

» Scheduleallinterviewsonthesamedayoronconsecutivedays.Thispermitsthe committeetocomparealloftheinterviewedfirmswhileinformationisfreshlyin mind,andensuresconsistentinterviewscoring.

» Theevaluationcriteriafortheinterviewscoringsystemshouldbecommunicatedto allfirmsinadvance.

» Whileitisappropriatetoquestionfirmsabouttheirapproachtothedesignofa project,ownersshouldnotaskforanactualdesignsolutionduringtheinterview. Appropriateandresponsivedesignsrequireconsiderablymoreinteractionbetween owneranddesignprofessionalthanispossibleduringtheselectionphase.Pre conceiveddesignsolutionsbroughttothetablebyeitherthedesignprofessional orownerrarelyaddressthetrueneedsoftheowner’sprogram.Considerabletime andeffort,however,maybeexpendedtryingtosalvagepreconceivedideasand makethemfittheprogram.Thisactuallyimpedesprogressandpreventsthe explorationofmoreresponsivesolutionstoidentifieddesignissues.

» Ownersmaywanttoaskhowthefirmsplantodevelopanappropriatelevelof compensationfortheirprofessionalservices.However,compensationamountsare bestresolvedthroughdetaileddiscussionswiththefirmfinallyselected,andonly afterthereisacomprehensiveandmutualunderstandingoftheactualscopeof services.

» Letallfirmsknowwhentheselectiondecisionwillbemade.Itisrecommended that,ifpossible,thedecisionbemadeonthesamedateastheinterviewsafterthe committeehashadampletimetoevaluateallfirms.

» UseofTechnicalProposals.Technicalproposalsshouldberequiredonlywhenthe projectiswelldefined,andifthesignificanceoftheprojectjustifiestheexpense andtimetotheshortlistedfirmsandtheowner.

Theprocesswilladdseveralweeks,andcommensuratecost,thepreparationtimefortheshortlistedfirms.Theowneralsowillrequiretechnically-experiencedstaff,aswellasseveraladditionalweekstoreviewthetechnicalproposals.

Thetechnicalproposalmayberequestedfromshortlistedfirms.Thistechnicalproposalcanbeusedasaforerunnertotheinterviews,orasasubstitutefortheinterview.Thetechnicalproposalshouldberequestedofeachoftheshortlistedfirms.Therequestshouldincludetheareastobeaddressedinthetechnicalproposal.AsamplerequestletterfortheinterviewprocessisincludedintheAppendix.

Thetechnicalproposaltechnique,withoutinterviews,shouldbeusedwhentheownerisfamiliarwiththefirmsandwiththestaffoftheshortlistedfirms.Whentheownerisnotfamiliarwiththefirmsandwishestorequesttechnicalproposals,theproposalsshouldbeinconjunctionwithandpriortointerviews.


3.9 RANKING THE FIRMS IN CONTENTION FOR SELECTION

Anevaluationformthatincludesaweightandascoreforeachcriteria/questionisusefulforevaluating,rankingandfinally,selectingthemostqualifiedfirm.Eachfirmshouldbeevaluatedseparatelybyeachinterviewerduringthepresentationandinterview.Whenalltheinterviewshavebeenconcluded,theheadoftheselectioncommitteeshouldcompiletheindividualscoresheets.Thissystemprovidesadocumentedrecordoftheselectionprocessassupportforthecommittee’sactions.Itisrecommendedthatcommitteememberstakethetimetoachieveaconsensusratherthanjustrankingandselectingbymajorityvote.

A sample evaluation/ranking system is included.

Iftechnicalproposalsareincludedintheprocess,theresultsofthereviewshouldbeincorporatedintheevaluationprocess.Iftechnicalproposalsarerequestedinplaceofinterviews,theheadoftheselectioncommitteeshouldcompiletheindividualscoresheetswhenthereviewofthetechnicalproposalsiscomplete.

3.10 NEGOTIATING A DETAILED SCOPE OF WORK WITH THE SELECTED FIRM

Assoonaspossibleafterselection,theownershouldbeginnegotiationstodevelopadetailedscopeofworkwiththefirmdeemedmostqualified.Normally,itisnotdifficulttoreachanagree-ment,sincetheQBSprocessfacilitatesanearlyunderstandingoftheprojectscopeandrequire-ments.Ifagreementonthescopeofservicescannotbereached,negotiationswiththefirst-rankedfirmshouldbeterminatedandtheownershouldopennegotiationswiththesecond-rankedfirm.

Thisdetailedandcomprehensivescope-of-servicesshouldbedevelopedjointlybytheownerandthetoprankedfirm.Thisisoftenaccomplishedthroughoneormoremeetingsofthedesignprofessionalandtheowner,afterwhichthedesignprofessionalsubmitsaprojectandworkplan.Theworkplanshouldlistconsultantsandtherolesandresponsibilitiesofallmembersofthedesignteam,aswellastheresponsibilitiesoftheowner.

3.11 NEGOTIATING A CONTRACT WITH THE SELECTED FIRM

» Oncethereisagreementontheworkplan,thedesignfirmshouldsubmitits proposalforcompensation,toinitiatefeenegotiations.

» Awrittencontractshouldbeused.Thepartiesmaywishtousethestandardform ofagreementoftheAmericanInstituteofArchitects,ortheEngineers’JointCon tractDocumentsstandardform.Thesecontractsarewidelyused,time-tested,and designedtocoordinatetheneedsoftheowners,contractors,anddesign professionals.

» Theagreementbetweentheowneranddesignprofessionalshouldensurethatboth partieshavethesameexpectationsandunderstandingoftheprojectrequirements.


Whenprojectresponsibilitiesofboththeowneranddesignprofessionalareunderstoodandcompensationisdetermined,anagreementtoenterintoacontracthasbeenreached.Theowner,throughthenormalwrittenprocedureorprocess,authorizescommencementofdesignservicesandthuscompletestheselectionprocess.Again,ifagreementonthecompensationcannotbereached,negotiationswiththefirst-rankedfirmshouldbeterminatedandtheownershouldopennegotiationswiththesecond-rankedfirm.

3.12 POST-SELECTION COMMUNICATIONS

Afterinterviewsand/ortechnicalproposalreviewsandrankingarecompleted,apost-selectionmemoshouldbepreparedandmailedtoallfirmsthatparticipatedintheprocess.Thememoshouldlistallfirmsinalphabeticalorder,andstatebynameinwhatorderthecommitteerankedthefirms.(Itiscustomaryforownerstoprovidethisinformationasacourtesytothefirms.)Asamplepost-selectionmemoisincludedintheAppendix.

Afteracontractisawarded,adebriefingforeachshortlistedfirmshouldbeprovideduponrequest.Thedebriefingwillincludeinformationonrankingandscoringofthatfirm’sproposal.

Theprocessshouldalsobeevaluatedbythegovernmentalunit,foruseinfutureprograms.

3.13 ADDITIONAL DISCUSSION

NothinginthisworkbookisintendedorshouldbereadtoprohibitanymemberoftheQBSCoalitionAssociationsfromsubmittingpricequotationsatanytimeduringthedesignprofessionalselectionprocessortosuggestthattodosoisunethical,unprofessional,orcontrarytopolicy.Norshouldthisworkbookbereadasinanywayprohibitinganybuildingorprojectownerfromrequestingsuchsubmissions.

TheQBSCoalitiondoes,however,advocatethatpublicownersvoluntarilyadoptthequalifications-basedapproachtodesignprofessionalselectiondescribedinthisworkbook.Thisworkbookisnotwrittenforprivate,nongovernmentalowners.


3.14 LISTS OF DESIGN PROFESSIONAL FIRMS ARE AVAILABLE FROM THE FOLLOWING ASSOCIATIONS:

ACEC of Michigan AGC of MichiganAmericanCouncilofEngineering AssociatedGeneralContractors(Michigan)Companies(Michigan) 2323N.LarchSt.215N.Walnut Lansing,MI48906Lansing,MI48933 (517)371-1550(517)332-2066

AIA of Michigan APWAAmericanInstituteofArchitects AmericanPublicWorskAssociationofMichigan ofMichigan553E.Jefferson VanBurenCountyDetroit,MI48226 POBox156(313)965-4100 Lawrence,MI49064 (269)674-8011

ASCE ASLA of MichiganAmericanSocietyofCivil AmericanSocietyofLandscapeArchitectsEngineers,MichiganChapter ofMichigan215N.Walnut 1026N.WashingtonAve.Lansing,MI48933 Lansing,MI48906(517) 332-2066 (517) 485-4115

AWWA ESDAmericanWaterWorks EngineeringSocietyofDetroitAssociationofMichigan 20700CivicCenterDr.,Ste.450P.O.Box609 Southfield,MI48076GrandLedge,MI48837 (248) 356-0736Telephone:(517) 627-0913

MSPE MSPSMichiganSocietyofProfessional MichiganSocietyofProfessionalSurveyorsEngineers 220MuseumDr.215N.Walnut Lansing,MI48933POBox15276 (517)484-2413Lansing,MI48901(517)487-0635

MWEAMichiganWaterEnvironmentalAssociationPOBox397Bath,MI48808


(517)641-7377

4.0 INFORMATION AND EXAMPLE MATERIALS

Theformsandmaterialsincludedaredesignedtoprovidebasicformatsthatcanbeadjustedtomeetspecificprojectneeds.TheMichiganQualifications-BasedSelectionCoalitionwillhelptheownerdevelopasetofmaterialstogettheselectionprocessstarted.

Memos and materials to be mailed to the firms involved

1. Requestforlettersofqualificationsandenclosures: » Requirementsforlettersofqualifications. » Scheduleofactivitiesfortheselectiontimeframe. » Apreliminaryscopeofthework.2. Memotofirmsthatsubmittedletterofqualificationsbutwerenotselectedforan interview.3. Memotoshortlistedfirmsforinformationoninterviewandsitevisitations,withen closures: » Interviewquestionsandscoresheetsforrankingfirms. » Groupinterviewevaluationforms.4. Memotoshortlistedfirmswhentechnicalproposalisrequested,withenclosures: » Reviewquestionsandscoresheetsforrankingfirms.5. Memotoallfirmsthatwereinterviewed.

Forms and information for use by the owner during the screening and interview process

6. Alternativeinterviewscoresheetforrankingshortlistedfirms.7. Rankingformforevaluationofthelettersofqualificationreceived.8. Formforcheckingthereferencesoffirmsunderconsideration.


4.1 REQUEST FOR LETTERS OF QUALIFICATION SAMPLE MEMO

TO:_________________________________________________________________________ Listnameoffirm

FROM:______________________________________________________________________ Owner

_________________________________ ________________________________________Individual Title

RE: Request for Statements of Qualification

YourfirmisinvitedtosubmityourStatementsofQualificationtobecomeeligibleforapossibleinterviewforprofessionaldesign*servicesrelatedtodesignandconstructionrequirementsforthe

____________________________________________________________________________Owner

Thisproject’s_________________________________________________________________ Description

Preliminaryrequirementsarebasedonstudiesperformedbythe ___________________ Nameofcommitteeorgroup

Attached to this memo are:

1. AlistofmaterialsandinformationthatshouldbeincludedwithyourStatementsof Qualification.2. Ageneraldefinitionofthepreliminaryscopeofthework.3. Ascheduleofdatesandrequirementsfortheselectionprocess.

Forfirmsthatareselectedforaninterview,atourofthefacilityandsitewillbearranged.(This sentence is optional)

YourlettersandStatementsofQualificationwith __________ copiesshouldbeforwardedtothefollowingaddress,andshouldbereceivednolaterthan5p.m.on_____________ Dayandtime

TO:______________________________ _______________________________________ Name Title

___________________________________________________________________________ Address

*Note: May use “architectural,” “engineering,” or “land surveyors” in place of “design professional,” where appropriate


4.2 REQUIREMENTS FOR LETTERS OF QUALIFICATION

_____________________________________________________________________________________ Owner

___________________________________________________________________________________Project

YourLettersofQualificationshouldincludethefollowinginformation:

1. Name,address,andbriefhistoryoffirm.2. Resumesofkeypersonneltobeassignedtothisproject.3. Relatedexperienceduringthelasttwoyears.(Oncomplexanduniqueprojects, maybeextendedbeyond2years.) ForExample: a.Includeprojectswhereprofessionaldesignservicesrelatedtodesignwork wereperformed. b. Includeexamplesofotherprojectsthataresimilarinscopetothisone. c. Includeexamplesofprojectbudgeting,costestimatingandresults. Includethenameoftheproject,acontactperson,anddollaramountforeach example.4. Youareinvitedtoincludeamaximumofonepage(mayallowmore)ofinformation notincludedaboveifyoufeelitmaybeusefulandapplicabletothisproject.


4.3 SCHEDULE OF ACTIVITIES

Thefollowingschedulehasbeenestablishedby: ________________________________________ Owner

FOR:_______________________________________________________________________________ Project

___________ 1.Identificationofneedsfinalizedbytheowner.AscopeofworkingeneraltermsDate developed.

___________ 2.IdentificationbyownerofinterestedandpotentialprofessionaldesignfirmstoDate receivememorequestingLettersandStatementsofQualification.

___________ 3.MemorequestingLettersandStatementsofQualificationmailedtointerestedDate andinvitedfirms.

___________ 4.LettersandStatementsofQualificationdue.(Allowminimumof10daysforDate firmstosubmitmaterials)Note:Beforethenextactiondate,references shouldbereviewed.

___________ 5.Developshortlistof3-5firmsselectedforinterviews.SelectionshouldbeDate basedonqualifications,references,andcompatibilitywithowner’sproject.

___________ 6.Memomailedtoshortlistedfirmsadvisingdateforinterviewsandpre-interviewDate tourortoursofsiteand/orfacilities,alongwithcriteriatobereviewedduring theinterview.

___________ 7.Memomailedtoallfirms,excludingshortlistedfirms,informingthemoffirmsDate tobeinterviewedandexpressingappreciationfortheirinterest.

___________ 8.Tourortoursoffacilitiesat(time)and(location).(ShouldbescheduledatDate least20daysbeforeinterviews,toallowforpreparation.)

___________ 9.Scheduledinterviewsforshortlistedfirms,attimesandlocationspreviouslyDate communicated.Thebestfirmfortheprojecttobeselected,basedon qualifications.

___________ 10.Contractwithselectedfirmnegotiatedandimplemented.Date

___________ 11.Memomailedtoallfirmsinterviewed,indicatingresultsofinterviewsandDate expressingappreciationfortheirinvolvement.

___________ 12.Post-selectionrequirements.(Publichearings,etc.) Date


4.4 PRELIMINARY SCOPE OF THE WORK

(The development of a scope of work for each project should include the following information in general terms, and should be limited to one page.)

____________________________________________________________________________________ Owner

____________________________________________________________________________________ ProjectName

_________________________________________ ________________________________________ ProjectLocation ContactPerson

Identificationandinvolvementofgroups(Example:Boards,committees,citizen’sgroups,etc.):

_____________________________________________________________________________________

_____________________________________________________________________________________

Descriptionofstudies,surveys,andpreliminaryfeasibilityworkrelevanttoproject,andusefulandavailabletofirmsthatwillbeshortlisted.

Requirementsforfurtherfeasibilityplanningbeforedevelopmentofplansordesignwork.

Projectoutlineandgeneralanticipatedrequirements.(Example: demolition, renovation, new con-struction, land use, environmental, waste management, etc.)

Anticipated time frame:

ProjectedStart:_____________________________PlannedFinish: ____________________________

Approvalprocess/involvementofgroups.

Other requirements:

Referendums,publichearings,etc.


4.5 MEMO – FOR FIRMS THAT SUBMITTED LETTERS/STATEMENTS OF QUALIFICATION – NOT SELECTED FOR INTERVIEW

TO:(List firms in alphabetical order.) (All firms not asked to interview or tour facilities.)

FROM:________________________________________________________________________________ Owner

____________________________________________________________________________________Individual Title

____________________________________________________________________________________Address

RE: Status of Selection Process

____________________________________________________________________________________Project

The_________________________________________________________________________________ Nameofcommitteeorgroup

expressesitsappreciationtoyouandyourfirmforsubmittingyourLettersofQualification.

Aftercarefulconsiderationofallfirmsthatsubmittedqualifications,the_______________________ Committeeboardorstaffunit

decidedtointerviewthefollowingfirms:(List firms in alphabetical order)

1.2.3.4.5.

Althoughyourfirmwasnotselectedforaninterview,weappreciateyourinterestinourproject,andtheresourcesspentonthepreparationofyourproposal.


4.6 MEMO TO SHORTLISTED FIRMS TO BE INTERVIEWED/TOUR OF FACILITIES/AND CRITERIA

TO:(List professional design firms in alphabetical order)

FROM:______________________________________________________________________________ Owner


____________________________________________________________________________________Project

RE: Interview Schedule and Requirements

Thefirmslistedabovehavebeenshortlistedandwillbeinterviewedfortheprofessionaldesignservicesrelatedtotheworknecessarytoimplementthisproject.(Specifystudy,design,other)

Attached to this memo are the following:

1.AnInterviewScoreSheet,whichwillbeusedbythe_____________________________ duringtheinterviewsession. Interviewinggrouporindividual

2.Evaluationform,whichthepersoninchargewillusetocompileevaluationscores. 3.Copiesof__________________________________________________________________ Nameofstudiesorreport

compiledby ____________________________________ ,foryourinformationandreview. Nameofgroup

Eachfirmwillbeallowed45minutestopresentqualificationsandtoanswerquestions.Theinterviewerswillschedule15minutesbetweeninterviewsforinformaldiscussionofinformationpresentedduringtheprecedinginterview.Atthecompletionoftheinterviews,theinterviewerswillrankthefirmsinterviewedinaccordancewiththeirdeterminationofwhichfirmismostcompetentandcompatibletodothework.Thefirmdeemedtobemostqualifiedwillthenenterintonegotiationsforacontracttoprovidethenecessarydesignservices.Ifcontracttermscannotbereached,thefirmrankedsecondwillbeinvitedinforcontractnegotiations.

Interviewswillbeheldon______________________________________________________________ Date

Thelocationis _______________________________________________________________________ Nameofbuilding

____________________________________________________________________________________Address

Form Continued on Next Page


Form Continued....

Theorderandtimeofinterviewsis:

FirmA________Time FirmB________Time FirmC________Time FirmD________Time FirmE________Time

Abriefingandtourofthesiteand/orfacilitywillbearrangedfor__________________.Pleasehaveyourfirm’srepresentativemakearrangementstobepresent.


4.7 EXAMPLE – THE INTERVIEW: QUESTIONS AND SCORE SHEETS

Owner______________________________ Project______________________________________

(Firmsinvitedtointerviewforthecaptionedprojectshouldbepreparedtoaddressthefollowingissuesduringthecourseoftheirinterview.Questionscanbeexpandedonasappropriate.)

CATEGORIES RATING WEIGHT TOTAL

1.Relatedprojectexperience _________x_________=_________2.Firm’sabilityandcapacitytoperformthework »Keypersonnelassignedtothisproject _________x _________=_________3.Graspoftheprojectrequirements »Studies »Design »Other _________x_________=_________4.Methodtobeusedtofulfilltherequired services,includingdesignphase _________x_________=_________5.Managementapproachfortechnical requirements.Examples: »CostControls »Designandconstructionphaseinvolvement _________x_________=_________6.Useofconsultantsthatmayworkontheproject »Discussin-houseresources »Outsidesources _________x_________=_________7.Timescheduleplannedforthisproject »Availability _________x_________=_________8.Firm’sexperienceandmethodsusedfor: »Budgetingandfinancialcontrols »Determiningfeeandcompensation _________x_________=_________ GRANDTOTAL=_________

Instruction for the Interviewers

Duringtheinterview,rateeachfirmonascaleof1-5,with5beinghighest,ineachoftheeightcategories.Enterthenumberunder“Rating”.Atthecompletionoftheinterview,multiplyingtheratingbythepre-determinedweightforeachcategory,andenterthetotal.Addalltotalstoestab-lishthegrandtotal.Thepersoninchargewillcombineallofthetotalsforthoseparticipatingintheinterviewsession.Thepreassignedweightsareestablishedwithamaximumof10pointsforeachcategory.Amaximumof400pointsmaybeawarded,assumingallcategorieswereweightedat10,andthefirmreceivedthemaximum5ratingoneachcategory.


4.8 GROUP INTERVIEW PROPOSAL EVALUATION FORM

(For use by the person in charge of the interviews to compile all scores of professional design firms participating in the interview process.)

Note:

Enterthegrandtotalforeachfirm,asrecordedbyeachinterviewerontheInterviewScoreSheet.Afterallentriesaremadeandtotaled,dividethecombinedgrouptotalforeachfirmby400forthemaximumpossiblescore.

Combined Group TotalsInterviewer 1

Interviewer 2

Interviewer 3

Interviewer 4

Interviewer 5

--------------------

--------------------

--------------------

--------------------

Grand Totals


4.9 MEMO TO SHORTLISTED FIRMS WHEN TECHNICAL PROPOSAL IS REQUESTED


FROM:______________________________________________________________________________ Owner

____________________________________________________________________________________ Individual Title

____________________________________________________________________________________ Project

RE: Technical Proposal Request

Thefirmslistedabovehavebeenshortlisted.Technicalproposalsarerequestedforprofessionaldesignservicesrelatedtotheworknecessarytoimplementthisproject.(Specifystudy,designorother)

Attached are:

1.ATechnicalProposalScoreSheet,whichwillbeusedbythe______________________________ Reviewgrouporindividual

2.Evaluationform,foruseofthepersonincharge,tocompiletheevaluationscores.

3.Copiesof _________________________________________________________________________ Nameofstudiesorreports

compiledby___________________________________________,foryourinformationandreview. Nameofgroup

Technicalproposalsaredueon_______________at______________,andshouldbeaddressedto: Date Time

__________________________________________________.__________copiesaretobesubmitted.

Abriefingandtourofthesiteand/orfacilitywillbearrangedfor_____________________________. Date

Pleasehaveyourfirm’srepresentativemakearrangementstobepresent.


Owner______________________________ Project______________________________________

4.10 Technical proposals should address the following issues.

CATEGORIES RATING WEIGHT TOTAL

1.Relatedprojectexperience _________x_________=_________

2.Firm’sabilityandcapacitytoperformthework »Keypersonnelassignedtothisproject »Responsibleofficer _________x _________=_________

3.Issuesofspecialconcern _________x_________=_________

4.Technicalapproachtowork _________x_________=_________

5.Managementapproachfortechnicalrequirements. Examples: »CostControls »Designandconstructionphaseinvolvement _________x_________=_________

6.Useofconsultantsthatmayworkontheproject »In-houseresources »Outsidesources _________x_________=_________

7.Timescheduleplannedforthisproject »Availability _________x_________=_________

8.Firm’sexperienceandmethodsusedfor: »Budgetingandfinancialcontrols »Determiningfeeandcompensation _________x_________=_________ GRANDTOTAL=_________

Instructions for the Reviewers

Duringtheinterview,rateeachfirmonascaleof1-5,with5beingthehighest,ineachoftheeightcategories.Enterthenumberunder“Rating”.Atthecompletionofthereview,multiplytheratingbythepredeterminedweightforeachcategory,andenterthetotal.Addalltotalstoestablishthegrandtotal.Thepersoninchargewillcombineallofthetotalsforthoseparticipating.Thepreas-signedweightsareestablishedwithamaximumof10pointsforeachcategory.Amaximumof400pointsmaybeawarded,assumingallcategorieswereweighedat10andthefirmreceivedthemaximum5ratingoneachcategory.


4.11 GROUP TECHNICAL PROPOSAL EVALUATION FORM

(For use by the person in charge of the interviews, to compile all scores of professional design firms participating in the interview process.)

Note:

Enterthegrandtotalforeachfirm,asrecordedbyeachinterviewerontheinterviewscoresheet.Afterallentriesaremadeandtotaled,dividethecombinedgrouptotalforeachfirmby400forthemaximumpossiblescore.

Combined Group TotalsFirm A Firm B Firm C Firm D Firm E

Interviewer 1

Interviewer 2

Interviewer 3

Interviewer 4

Interviewer 5

--------------------

--------------------

--------------------

--------------------

Grand Totals

Dividegrouptotalsby400foracompositescoretodeterminethemostqualifiedfirm.(Based on eight categories.)


4.12 MEMO FOR ALL PROFESSIONAL DESIGN FIRMS THAT WERE INTERVIEWED


FROM:______________________________________________________________________________ Owner


____________________________________________________________________________________(Address)

RE: Status of Selection Process

____________________________________________________________________________________ProjectName

The_______________________________________hascompletedtheselectionprocessfor Owner

Professionalservicesfortheabovenamedproject.

Ithasbeenourobjectivetoselectthemostqualifiedfirmtoperformthisservice.Theresultsofthe

______________________________decision,ranksthefirmsinterviewedinthefollowingorder:Interviewers

Firm#1_____________________________________________________________________________ Name

Firm#2_____________________________________________________________________________ Name

Firm#3_____________________________________________________________________________ Name

Firm#4 ____________________________________________________________________________ Name

Firm#5_____________________________________________________________________________ Name

Wehavenowenteredintocontractdiscussionsandnegotiationswith______________________. Firm#1

The_________________________________________expresstheirappreciationforyourtime, Interviewers

effortandinterestonourbehalf.


4.13 THE REFERENCE CHECK

Owner________________________________ProjectDescription_____________________________

ProfessionalDesignFirm_____________________________onwhichthereferencecheckisbeingconducted.

Reference Information:

Owner______________________________ProjectReferenced_______________________________

Address_____________________________PersonContacted________________________________

Phone_______________________________

(Based on references provided in firm’s Letters of Qualification or through networking with other owners who have worked with the firm.)

5 4 3 2 1Sample Questions Asked Exe. Good Avg. Fair Poor

1.Whatisyouproject?

2.Whenwasitcompleted?

3.Didthefirmabovedothework?

4.Whatdidtheydoforyou?Designwork,studies,construction,

coordination,other(specify)____________________________

5.Whowasthestaffpersonassignedtoworkwithyouonthis

project?_____________________________________________

Wereyousatisfiedwithhis/herwork?__________________

6.Wastheprojectstartedatschedule?

7.Wastheprojectcompletedasplanned?

8.Werethebudget,costcontrol,andfinancialadministration

withintheplannedcontrolsandlimitations?

9.Didthefirmand(you)theownerworkwellasateamasit

relatedtotheproject?

10.Didthefirmspersonnelworkwellwiththecommittee/

boardsandstaffonalltheproject’sspecificrequirements?

11.Whatisyouroverallevaluationofthefirmbasedonyour

experience?

GRAND TOTAL ________

Multiplynumberofquestionsby5formaximumscoreasappropriate.Addeachfirm’sscorefollowingthereferencecheck,andthentransfertotheLettersofQualificationEvaluationFormasalineitemonthatfirm’sevaluationsheet.


4.14 LETTERS OF QUALIFICATION EVALUATION

To the following model, you should add or delete questions as appropriate for your specific situa-tion. It is suggested that the weights and values assigned be on the same scale as those used for interviewing shortlisted firms which you will do later.

Highest numbers: most value / Rating columns: 1-5 points / Weight columns; 1-10, depending on importance to the project.

A form at the bottom of this page is provided for the person in charge of the review group to use, to summarize the results of the process, to narrow the number of firms that submitted qualifications down to the number desired for a shortlist (firms to be interviewed).

Qualifications Evaluation

Owner _______________________________________________________________________________ContactPerson________________________________________________________________________ProjectDescription ____________________________________________________________________ProfessionalDesignFirm_______________________________________________________________Address______________________________________________________________________________City_______________________________________State_________________Zip________________Phone____________________________ContactPerson_____________________________________

RATING WEIGHT=TOTAL1)Firm’shistoryandresourcecapabilitytoperform requiredservices ________x________=_______2)Evaluationofassignedpersonnel ________x________=_______3)Relatedexperience(asappropriate) ________x________=_______ » DesignServices » ConstructionCoordination » Demolition » Studies »Other______________________________________ ________x________=_______4)Budget,costcontrolsexperience,andresults ________x________=_______5)Familiaritywithlocalarea–geographyandfacilities ________x________=_______6)Abilitytorelateprojectrequirements ________x________=_______7)Analysisofsubjectivestatements(onepage)

applicabletotheprojectasrequiredontheRFQ ________x________=_______8)Referencecheck(evaluationtransferfromreference

checkform) ________x________=_______ GRAND TOTAL _______________

Form Continued on Next Page


Form Continued...

NameofReviewer_____________________________________________________________________

Qualifications Evaluation Summary

(To be used by the Review Group person in charge, to compile the evaluation results of all Letters of Qualification submitted. Note: Enter the Grand Total for each firm’s qualifications (from the respec-tive evaluation sheets for comparative purposes) to select three to five most qualified firms to be interviewed.)

Firms 1 2 3 4 5 6 7 8 9 10Reviewer 1

Reviewer 2

Reviewer 3

Reviewer ___

Reviewer ___

Reviewer ___

Divide the totals by the maximum composite score possible. Rating X Maximum weight. Example: 8 questions X 5 rating = 40 X 10 weight = maximum points. List the top-ranked firm as the short-listed firms to be interviewed.


4.15 OPTIONAL FORM

To:_________________________________________________________________________________ InterviewingGroup

Owner:______________________________________________________________________________

Interview Score Sheet

Issue Possible Points

Points Awarded

1.Similarprojectexperience 10

2.Discussionofthefirm’scapacitytoperformthework 10

3.Adiscussionofthefirm’sunderstandingoftheprojectneeds 20

4.Discussionofthemethodsthefirmproposestouseinprovidingtherequiredservices.

10

5.Adiscussionofconsultantsthatmaybeworkingwiththefirmontheproject.

10

6.Discussionofhowthefirmwillhandletheplanning,designandconstructionphasesoftheproject.Discussdesignapproach,constructioncostcontrols,andinvolvementinthedesignandimplantationphasesofthework.

30

7.Discussionoftimeschedulethefirmproposestocompletethenecessarypreliminarywork,aswellasatimeschedulefortheentireproject.

10

Notes: 100


4.16 EXAMPLE – THE INTERVIEW: QUESTIONS AND SCORE SHEETS

Owner____Hickory Valley Township_______Project____Landfill Monitoring Wells______________(Firms invited to interview for the captioned project should be prepared to address the following is-sues during the course of their interview. Questions can be expanded on as appropriate.)

Categories Rating x Weight = Total1.Relatedprojectexperience 3 8 24

2.Firmsabilityandcapacitytoperformthework

»Keypersonnelassignedtothisproject

5 8 40

3.Graspoftheprojectrequirements

»Studies

»Design

»Other

4 10 40

4.Methodtobeusedtofulfilltherequiredservices,

includingdesignphase

4 8 32

5.Managementapproachfortechnicalrequirements

examples:

»CostControls

»Design&constructionphaseinvolvement

3 7 21

6.Useofconsultantsthatmayworkontheproject

»DiscussIn-HouseResources

»OutsideResources

3 5 15

7.Timescheduleplannedforthisproject

»Availability

5 5 25

8.Firmsexperienceandmethodsusedfor:

»Budgetingandfinancialcontrols

»Determiningfeeandcompensation

4 10 40

Grand Total 237

Instructions for the Interviewers

Duringtheinterview,rateeachfirmonascaleof1-5,with5beinghighest,ineachoftheeightcategories.Enterthenumberunder“Rating”.Atthecompletionoftheinterview,multiplytherat-ingbythepredeterminedweightforeachcategory,andenterthetotal.AddalltotalstoestablishtheGrandTotal.Thepersoninchargewillcombineallofthetotalsforthoseparticipatingintheinterviewsession.Thepreassignedweightsareestablishedwithamaximumof10pointsforeachcategory.Amaximumof400pointsmaybeawarded,assumingallcategorieswereweightedat10,andthefirmreceivedthemaximum5ratingoneachcategory.

INTERVIEWER: Mr. Hazelton Firm: A


4.17 GROUP TECHNICAL PROPOSAL EVALUATION FORM

(For use by the person in charge of the interviews to compile all scores of professional design firms participating in the interview process.)

Note:

Enterthegrandtotalforeachfirm,asrecordedbyeachinterviewerontheInterviewScoreSheet.Afterallentriesaremadeandtotaled,dividethecombinedgrouptotalforeachfirmby400forthemaximumpossiblescore.

Combined Group TotalsInterviewer 1 237 314 390

Interviewer 2 340 275 370




-------------------

-------------------

-------------------

-------------------

Grand Totals 1434 1509 1772

Dividegrouptotalsby400foracompositescoretodeterminethemostqualifiedfirm.

BlackhawkSchoolDistrict–ElementarySchoolAddition

FirmC=4.38 FirmB=3.77

FirmA=3.58