Consultant Selection Missouri Local Programs

1. Consultant Selection Missouri Local Programs How to Evaluate Consultant Proposals, Complete the Rating Sheets & Make a Selection

2. Consultant Rating • Collect all letters of interest and statements of qualification after RFQ expires. • If less than 3 letters are received then consider re-advertising. • Consider inviting MoDOT District Representative to rating and scoring meeting. • Identify LPA staff who will rate/score the consultants. • Use two or more people to rate/score the consultants. • Discuss the advertised scoring criteria and how it will be applied to the ratings. Although individual scores will vary, it’s important to be consist in the thought process. • Each LPA staff member should rate independently, then collaboratively decide an overall score or simply average the individual scores. • Only criteria that was in the advertisement can be used in the scoring process and the weighted values associated with them.

3. Consultant Rating Cont. • List and rate ALL firms that submitted letters of interest. • There is an example rating sheet located at: Fig 136.4.2 Consultant Selection Criteria. • This form can be customized to account for additional approved rating criteria if necessary. • Consider contacting surrounding LPA’s and/or the consultants references to get feedback for consideration. • Provide brief written explanation of how the scores for the top firms were determined. • Short Listing • If you receive more than 10 interest letters and statements of qualifications you may short list to your top 3 – 5 firms • All firms must still be reviewed & considered, and you must document why firms were shortlisted (or not shortlisted) in your documentation. • Shortlisted firms must be rated.

4. Common Non-Compliance Findings for Consultant Ratings • These practices can result in loss of funds • Scoring 100% or 0% in every category. • Several firms score exactly the same. • Inconsistency in rating numbers ex: extreme variances between ratings. • Same consultant being hired for the majority of projects with the LPA. • Primary reason for selecting a consultant was based on their location. • No supporting documentation (written text indicating how the scores were obtained)

5. Consultant Selection • Determine the most qualified consultants. • Consider interviewing at least 3 of the top rated firms (optional) • Use scripted questions for each firm. • Document discussion for each firm interviewed. • Discuss & Select the most qualified firm. • Review discussion documentation for each firm. • LPA will need to provide MoDOT a description of why the top firm was selected.

6. Consultant Selection Checklist • Use EPG Fig. 136.4.11 to ensure the following: • The project was solicited for 14 days or more on the MoDOT internet webpage • A Statement of Qualifications are on file or was received for all consultants submitting a Letter of Interest as required by the Brooks Act • The firms are prequalified with MoDOT. See MoDOT’s Approved Consultant Prequalification List

7. Consultant Selection Checklist - All consultants submitting a Letter of Interest were considered based on the criteria listed in the Brooks Act. The consultant rating sheet is included in the project file. - DBE requirements have been met and are shown in the contract. • Next step: Negotiate engineering services contract. See EPG 136.4.2.7

8. Thank You!! The End!