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Getting Certified In Consultant Selection

Getting Certified In Consultant Selection. Dan Oven Procurement Program Manager December 2, 2009. 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?

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Getting Certified In Consultant Selection

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  1. Getting Certified In Consultant Selection Dan Oven Procurement Program Manager December 2, 2009

  2. 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?

  3. Why Certify: Benefits • Use own Quality Control • Ability to use own guidelines and procedures • Administer to consultant contract • Reduce timeline for entire project • Documented procedures saves $$$ - Increases process efficiency - Standardizes procedures - Enables better cost & expectation forecasts

  4. How to Become Certified: Requirements • Adopt consultant selection procedures consistent with state and federal laws - Score and rank proposals based on RFP requirements by independent evaluator - RFP describes the scoring criteria - Evaluation Panel selects best consultant/s - Fair and Equitable - No conflicts of interest

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

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

  7. The 14 Step Selection Process:Steps 1-3 • Identify & Define the Project • STIP requirement • Determine Consultant Need & Project Phases • LA’s QBS process • ODOT’s two-tiered contracting process • Appoint Contract Administrator • Ensures contract completion, accuracy & consistency • Appropriate Record Retention

  8. Steps 4-6: • Create Scope – determine deliverables & timelines • Statement of Work (SOW) • Prepare Cost Estimate • Past experiences • Percent of cost of services relative to other similar total project costs • Formulate Selection Criteria • Ranking and scoring • Transparency of criteria weights • Specialties & resources

  9. Steps 7-8: • Identify DBE Program & Goals • ODOT’s Office of Civil Rights • Seek approval • 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

  10. Steps 9-11: • RFP Protest Procedures • Closing the Solicitation Process • Evaluation of proposals-- Pass/Fail • Evaluation Panel • Notice of Intent to Award • Screening & Selection Interviews • Transparency • Fair and equitable • No conflicts of interest

  11. Steps 12-14: • Consultant Selection & Negotiation • Highest rank • Negotiate on SOW & Compensation • Refine scope of services and schedule • Unable to negotiate -- move down qualification list successively • Award • Written notice • Contract Administration • Oversight of daily work • Consultant submits invoices to LA for review • LA remits payment • LA requests ODOT reimbursement

  12. Completed Project Debrief • Ensure contract compliance & completion of work • Final payment & release • Evaluate performance and document

  13. Tidbits of Information • Importance of Agreement • Clearly defined scope & statement of work • Billing rates & classifications • Independent contractor status & relationships

  14. Questions??? Dan Oven 455 Airport Road SE, Bldg K Salem, Or 97301 503-986-2715 daniel.b.oven@odot.state.or.us

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