Agenda Overview

Why Qualifications Based Selection?

Elements of the Request for
Qualifications
Initial Questions
Example 1 - General
Stretch Break!!!
Example 2 Short and Sweet
Advertisement
Example 3 Combined RFQ/RFP
Evaluation Process
Why Qualifications Based Selection?
You've carefully thought out all the
angles.
You've done it a thousand times.
It comes naturally to you.
You know what you're doing, its
what you've been trained to do your
whole life.
Nothing could possibly go wrong,
right ?
Think Again...
Why Qualifications Based Selection?
Money - Can you afford not to?
Headaches
Change orders
Claims
Project from h___
Aspirin, tylenol, ibuprofen, loss of sleep

Two things to remember about QBS

Quality Brings Success
QBS is the First Step to Quality Projects
Money
Keep Life Cycle Costs in Mind
DESIGN COSTS - 1.5%
INDIRECT COSTS - 2.5%

INITIAL CONSTRUCTION & INTEREST COST - 32%

LAND COST - 34%

MAINTENANCE & OPERATIONS - 32%

Analysis of Claims
Technical
Error and/or omission of a technical
nature which resulted in a loss
prevention file or claim
Non-technical (involved in 7 out of 10)
Breakdown in project or practice
management processes which
contribute to a claim
Insurance industry analysis of 24,000
closed claims/files over a 13-year
period, worth over $1 billion in claim
payments
Top 4 Non-Technical Contributors
Percentage of Claims Affected
Communication Issues
Project Team Issues
Dont Believe Me
Hiring a professional service firm is
just like hiring a critical employee

David Griscom
President APWA Georgia Chapter
Public Works Director, White County
Todays Topics
Information Required Prior to
Advertisement
Advertisement of Project /Prequalification
Requirements
Request for Qualifications/Proposals
Procurement Committee Appointment
Evaluation of Applying Firms
Development of Shortlist
Notification of Firms on the Shortlist
Oral Presentations
Definitions
Bid Final Selection is based on cost only
Purchase of commodities or well defined services

Request for Proposal Final Selection is based

on proposed services or goods as well as cost
Use when the services or goods are not well defined.
Allows for creative responses
Request for Qualifications Final Selection is
based on the perceived ability of the submitting
firms to best achieve the most desired outcome
Used for selection of professional services, such as
architects, engineers, lawyers, doctors, etc.
Services not well defined and depend on the firms
ability to identify and appropriately address the
problem or issue.
Information Required Prior to
Advertisement

Project Description
Expected Use and Users
Schedule
Funding Plan
Special Performance Requirements
Project Implementation Plan
Check your local CODE!
Require QBS?

Allow QBS?

Date last revised?

Prepare the Project for Public
Advertising
Project description and location
Budgeted construction cost (if known)
Specific disciplines sought special requirements
Contact person for technical questions (phone #,
email, fax, hours)
Statement that QBS will be used
Submission date
Special contract terms
Description of qualification package
Rating criteria list
Request for Qualifications

Construction Delivery type selected will

dictate how to prepare.
If the advertisement is the RFQ, changes
cannot be made without re-advertising
Notification/Advertisement of Project

RFQ Request for Qualifications

contains all information necessary for
firms to submit Qualification
Statements

RFI Request for Interest contains

enough information to indicate scope of
project and provides contact
information to receive full Request for
Qualifications document
Procurement Committee Appointment
Determine early, but can be delayed until
submittals are received.
Include at least two people.
Include user agency representatives.
Agree on evaluation criteria.
Keep records of scoring and notes.
Notify firms of the short list.
Deliver recommendations to
Management and/or Board
Free Stuff - Examples You Can Use!
Requests for Qualifications from real owners
that use QBS
Simple checklist and reference table
Generic advertisement (use w/detailed RFQ)
Ad with project specific requirements
Project specific Request For Qualifications

All documents available in Word or PDF

format from www.QBSGeorgia.org
Evaluation of Applying Firms
Each member evaluates all submissions
Group should meet, compare scoring, and
try to reach consensus on top two to five
firms
Assign 1 or 2 members to check
references of higher ranked firms
Members should not discuss outcome with
submitting firms
Debriefing of firms should be provided by
committee chair
Development of Shortlist
How many should be included?

Use standard reference checking form

Firm Reference Checking
INTERVIEWER:________________ DATE:________________________
FIRM:________________________ REFERENCE:__________________

Develop 4-6 standard questions to ask each reference.

Personally call and interview assigned references.

How would you rate XYZs overall performance on your

project(s)?
Did XYZ in any way negatively impact the project schedule?
Did XYZ in any way negatively impact the project budget?
Was there continuity in XYZs team throughout the project?
Would you hire XYZ to do another project for you future?
Did XYZ meet bid package deadlines?
Did XYZ work collaboratively with the contractor on value
analysis?
Notification of Firms on the Shortlist

Notifying firms all or just short listed?

In writing or by email or telephone?

Preparation for Oral Presentations
Let firms know the arrangements and rules
Provide agenda to firms
Questions, content, participants
Time limits and transitions
Room set up
Allow time for scoring and discussions
between and/or after interviews
Allow time for breaks
Interview Format Recommendations
Time - an hour is usually sufficient (all you can take)
5 setup
30 presentation
15 questions and answers
5 knockdown.
Conduct all interviews the same day
Have same evaluation team at all interviews!
Complete evaluation before adjournment.
Media provide guidelines on what you will allow
Boards and/or computer/projector are commonly used
Handouts slides, food?
Presenters - Three to five usually sufficient (Principal, Project
Manager, key Project team members).
 Interview or Technical Proposal?

Interviews less time and cost for both parties,

opportunity for interaction with key staff, relies on
communication skills of AE, does not require technical
staff for the Owners interview team.

Technical Proposal More opportunity for the AE to

discuss technical approach.

Both
The Interview

AE presents benefits to the Owner versus

features in the Qualifications Package.
AE answers the question, How can my
experience and approach benefit the Owner?
Owner answers the question, Which firm is
the best fit for my project?
Subjective process but necessary to create a
ranking.
Interview Scoring
Score sheets for each panel member
and one for the full panel as a group.
Keep records
Agree on weighting before interviews
Discuss scoring between interviews
Try for a consensus on a group score
sheet
Consolidate notes for later debriefings
We the jury
Scope and Contract Negotiations with the
Recommended Firm
May ask for scope tasks first
Meet (communicate) so that there is a meeting
of the minds.
Take notes
Discuss ball park costs and budgets
Discuss schedules and submittals
Discuss check lists, standards, reviews,
permits, etc.
Discuss contingencies and contract details
Discuss anything else that may affect price
The Price Proposal
Sufficient detail to show level of effort
Consider value pricing to share risks
and rewards
Consider incentives for schedule
improvements and savings
List possible costs of contingent
services
Risk belongs to the Owner
Price depends on risk
Negotiations
Set schedule for negotiations
Involve the decision makers
Focus on scope, risks, and contingencies
Dont forget contract terms
Allow for QAQC and response to Questions
Identify third party players (contingencies)
Agree in pieces. Whole will follow.
Is the construction budget realistic?
Remember: schedule-price-qualitypick two.
Dont negotiate by ultimatum and remember the
relativity of design cost to life cycle costs.
What If We Cant Agree?

Termination of negotiations is
formal.
You cant go back.
The price from the 2nd ranked
firm may be more.
Notify and debrief
unsuccessful firms
Thats Almost All Folks -
Two Final Thoughts

Quality Brings Success

QBS is the first step to quality projects

All documents available in Word format from

www.QBSGeorgia.org, as well as QBS Help!