SELECTION PROCESS & QUESTION DEVELOPMENT

Transcription

1 SELECTION PROCESS & QUESTION DEVELOPMENT Raul Ortega, P.E. Jessica Andrews, P.E. November 3, 2017

2 Table of Contents Selection Process Federal Process RFQ Question Development Questions and Discussion 2

3 Selection Processes Raul Ortega, P.E. 3

4 Planning Timeline FY

5 Selection Processes Selection Process Accelerated SD / ID Streamlined ID Description Relatively low-risk / low-dollar Small business opportunity SD <$1M (single-discipline work) Without interviews (selection based on SOQ evaluations) IDs using standard scopes (District) or modified scopes (Division) Interviews optional (Streamlined with Interviews) Examples Simple SD (any discipline) Surveying Materials engineering Geotech PS&E Hydraulics/hydrology Schematic/ENV Traffic engineering Comprehensive SD Complex, high-profile projects SD $1M or more Interviews required Comprehensive SD process typically not federally funded GEC Complex PS&E Complex Schematic/ENV Complex Schem/ENV/PS&E 5

6 Federal Selection Processes Selection Process Federal SD / ID Description Projects using Federal funds that meet the Federal process requirements Proposals & Interviews required Examples PS&E Schem/ENV Federal Management SD / ID Projects using Federal funds that meet the Federal process requirements Proposals & Interviews required Management services FHWA coordination & approval required CEI GEC PMC 6

7 Comparison of Processes Accelerated & Streamlined without Interviews RFQ SOQ Selection Streamlined with Interviews & Comprehensive RFQ SOQ Short List Interview Selection Federal / Federal Management RF Q SOQ Short List RFP Proposal Intervie w Selection 7

8 Determining Which Procurement Process to Use Will Federal $$$ be spent on this engineering and design related service contract? No Yes Are the services directly related to a highway construction project? No No Yes Will the costs be reimbursed with Federal-Aid Highway Program (FAHP) funds? HUB Goal DBE Goal DBE Goal Yes Accelerated Process Accelerated Process Federal Process Streamlined Process Streamlined Process Comprehensive Process Comprehensive Process 8

9 Federal Process Jessica Andrews, P.E. 9

10 The Federal Procurement Process The Federal process requirements: contracts for engineering and design related services; directly related to a highway construction project; and, reimbursed with Federal-Aid Highway Program (FAHP) funds Engineering and design related services means: program management design engineering construction management surveying feasibility studies mapping preliminary engineering, architectural related services RFQ SOQ Short List RFP Proposal Interview Selection 10

11 The Federal Procurement Process Federal Management contracts require a consultant to oversee or evaluate the work of another consultant. FHWA reviews the RFQ and scopes to verify no federal rules are being violated for this type of work 2 week review time prior to posting RFQ FHWA does not review the RFQ Questions 11

12 The Federal Procurement Process Proposal/Interview The goal of the proposal/interview process: To receive additional qualifications and pressure test the shortlisted firms Meet federal requirement for a proposal How proposals are used: SD contracts: Proposals are only used during the selection process. ID contracts: Proposals are used during the assignment of WAs when multiple contracts were procured in a bundle. RFQ SOQ Short List RFP Proposal Interview Selection 12

13 The Federal Procurement Process Work Authorizations 1 st work authorization assigned to the top ranked provider Subsequent work authorizations may need to use a second-tier evaluation The federal rules for Procurement, Management, and Administration of Engineering and Design Related Services (23 CFR Part 172) were amended and effective in June Section Contracts and administration states that for single solicitations with multiple ID contracts, each work authorization shall be awarded to the selected, qualified consultants through an additional qualifications-based selection procedure (second-tier competition). 13

14 Scenario 1 Contract No Procedure Assigned to In the solicitation, each contract is assigned to a different region. No second-tier competition is required for assigning work authorizations under each contract. District: Dallas X Houston X Paris X Waco X El Paso X Austin X Scenarios for Federal Scenario ID 2 Procurements Contract No Procedure Assigned to District: Dallas X X X Houston X X X Six contracts were included in the solicitation and are assigned to each of two districts. The three contracts within each district need to be competed using second-tier procedure for assigning work authorizations. Scenario 3 Contract No Procedure Assigned to District: Statewide X X X X X X Six contracts were included in the solicitation and were procured by the Central Service Center for Statewide use. The six contracts need to be competed using second-tier procedure for assigning work authorizations. 14

15 The Federal Procurement Process Proposal/Interview Request for Proposal/Interview and Contract Guide (RFP/ICG) RFP/ICG includes topics for discussion Short Listed teams must address the topics in both the Proposal and Interview Evaluation criteria set by FHWA Technical approach Project Manager s relevant experience Key staff s relevant experience Overall Score for Selection Combination of the proposal score, the interview score, and the prime provider s past performance score 15

16 The Federal Procurement Process Proposal/Interview Proposal Format Adobe Acrobat PDF electronic submittal CST determines proposal length based on number and complexity of topics Must include Project Manager s resume (CST doesn t dictate length of resume) Cover page not included in page length 16

17 The Federal Procurement Process Proposal/Interview Interview Format Combination of prepared presentation and follow-up questions Interview is presentation of proposal CST determines maximum number of slides of prepared presentation Prepared presentation must include organizational chart 17

18 The Federal Procurement Process Proposal/Interview Format Headings Language Proposal Best Practices Tables? Organization Marketing 18

19 The Federal Procurement Process Proposal/Interview Demonstrate PM and Task Leads capabilities Do NOT list projects Evaluation criteria Proposal Best Practices Show benefit Highlight Key Staff PM and Key Staff Experience to address topics 19

20 The Federal Procurement Process 20

21 RFQ Question Development Raul Ortega, P.E. 21

22 TxDOT s Five Steps for Question Development 1. Contract Goals & Characteristics 2. Questions based on Contract Goals 3. Scoring Grid for Questions 4. Questions & Scoring Grid 5. Percent Weights & Character Limits for each Question 22

23 Step 1 Contract Goals & Characteristics Questions based on Contract Goals Scoring Grid for Questions Questions and Scoring Grid Percent Weights & Character Limits for each Question Specific contract goals & characteristics are developed Questions target those specific characteristics defined in Step 1 What would be a meets requirements & significant exceeds requirements response to the questions developed from Step 2 Opportunity to refine questions to ensure scoring grid matches Set weights and character limits for each RFQ question based contract goals 23

24 Contract Goals & Consultant Characteristics Goals & Characteristics What are the specific goals for the contract? What are the characteristics that meet the contract goals? Why do this? Ensures that the contract needs are consistent with the Solicitation requirements 24

25 Step 2 Contract Goals & Characteristics Questions based on Contract Goals Scoring Grid for Questions Questions & Scoring Grid Percent Weights & Character Limits for each Question Specific contract goals & characteristics are developed Questions target those specific characteristics defined in Step 1 What would be a meets requirements & significant exceeds requirements response to the questions developed from Step 2 Opportunity to refine questions to ensure scoring grid matches Set weights and character limits for each RFQ question based contract goals 25

26 Questions Based on Contract Goals Things TxDOT Avoids: Questions with answers that can be found in a textbook, in the scope, or on the Internet Questions that generate a laundry list response Vague questions Questions requiring TxDOT-specific experience/knowledge Abbreviations, acronyms, or non-standard terms Asking for firm location Overly specific questions that narrow competition Asking the impossible (or near impossible) Asking about consultant availability 26

27 Step 3 Contract Goals & Characteristics Questions based on Contract Goals Scoring Grid for Questions Questions & Scoring Grid Percent Weights & Character Limits for each Question Specific contract goals & characteristics are developed Questions target those specific characteristics defined in Step 1 What would be a meets requirements & significant exceeds requirements response to the questions developed from Step 2 Opportunity to refine questions to ensure scoring grid matches Set weights and character limits for each RFQ question based contract goals 27

28 TxDOT s Scoring Grid Considerations Reward quality, not quantity Think about how to score examples Keep in mind the character limit provided Avoid rewarding gold plating & previous TxDOT experience 28

29 Step 4 Contract Goals & Characteristics Questions based on Contract Goals Develop scoring grid for questions Questions & Scoring Grid Percent Weights & Character Limits for each Question Specific contract goals & characteristics are developed Questions target those specific characteristics defined in Step 1 What would be a meets requirements & significant exceeds requirements response to the questions developed from Step 2 Opportunity to refine questions to ensure scoring grid matches Set weights and character limits for each RFQ question based contract goals 29

30 Step 5 Contract Goals & Characteristics Questions based on Contract Goals Develop scoring grid for questions Questions & Scoring Grid Percent Weights & Character Limits for each Question Specific contract goals & characteristics are developed Questions target those specific characteristics defined in Step 1 What would be a meets requirements & significant exceeds requirements response to the questions developed from Step 2 Opportunity to refine questions to ensure scoring grid matches Set weights and character limits for each RFQ question based contract goals 30

31 Setting Weights & Character Limits Weights Go back to contract goals & weight based on importance TxDOT tries to avoid: weighting any one question more than 35% weighting any question less than 10% Response length The complexity & depth of the question correlates to the length of the response 31

32 Questions and Discussion 32

33 Contact Information Raul Ortega, P.E. TxDOT PEPS Service Center for Divisions (915) Jessica Andrews, P.E. TxDOT PEPS Fort Worth Service Center (817)