REQUEST FOR QUALIFICATIONS (RFQ) (Form A) for qualifications (rfq) (form a) ... demonstrated competence and qualification for the type of professional services required at a fair and

Forms1999-QBSedit.doc 09/13/01

REQUEST FOR QUALIFICATIONS (RFQ) (Form A) The (Agency) of, CO. invites statements of qualifications for architectural and engineering design services from qualified firms for the design and construct ion contract administration for the following project:

(DESCRIBE SCOPE OF SERVICES REQUIRED) (For example: new construction, renovation, demolition, approximate size, location, budget, schedule, any special requirements) (DESCRIBE RELEVANT STUDIES, SURVEYS, AND PRELIMINARY FEASIBILITY WORK ALREADY COMPLETE) (DESCRIBE INVOLVEMENT OF GROUPS IN PROJECT) (For example: boards, committees, citizen groups, etc.)

Professional liability and statutory required insurance will be required. The schedule for the selection process is as follows:

(date) _______ Request for Qualifications mailed to interested and invited firms. (date) ______ Letters and Statements of Qualifications due. (Allow a minimum of 10 days

for firms to submit their materials.) (date) ______ Short list of firms (3-5) selected for subsequent interviews. (date) _______ Letter mailed to short listed firms advising them of the time and date for

interviews and pre-interview tour of site and / or facilities along with any criteria to be reviewed prior to the interview.

(date) ______ Letter mailed to firms not short-listed informing them of the firms selected to be interviewed. (express appreciation for their interest.

(date) ______ Tour of the site or facilities at and . (should schedule at least 10 days prior to the interview to allow for adequate preparation.

(date) ______ Interviews for short-listed firms and ranking of firms. (date) ______ Highest-ranking firm notified and fee negotiations begin. (date) ______ Letter sent to all firms participating in the interview process informing them

of the results of the interviews.


Evaluation of responding firms will be based on the following criteria: 1. Description of firm, consultant firms and experience of working together as a team. 2. Professional background and caliber of previous experience of each person of your firm and

of each of your consultants to be assigned to this project. 3. Your proposed project management plan and the precise role of each

person in accomplishing the work 4. Recent experience on similar projects and how those similarities might relate to this project.

Provide names and telephone numbers of persons representing the owner and general contractor for each.

5. Unique or other relevant experience. 6. Capability of the firm to perform the work on schedule. 7. Firm's familiarity with the area of the project. 8. Location where work on this project is to be accomplished 9. Each firm may include a maximum of pages of information not included in the above

descriptions, which may be useful and applicable to this project. 10. (Federal procurement standard forms 254 and 25 5 may be required depending on the

project). Please furnish (#) copies of your submittal to by o'clock (date).

If selected for interview, you will be expected to present your approach to the project at that interview

You may direct any questions to (name) (telephone number).


SAMPLE LETTER TO FIRMS TO BE INTERVIEWED (Form D)

(Letterhead) (Date) (Address of firm) Note: Use separate letter to each firm RE: INTERVIEW SCHEDULE AND REQUIREMENTS The firms listed below have been short-listed and will be interviewed for the architectural or engineering services relative to the work necessary to implement the (study, design, other) of__________________________________________ . Each firm will be allowed (45) minutes to present its qualifications and to answer questions. The final presentation should not exceed _____ minutes. At the completion of the interviews, the interviewers will rank the firms interviewed in accordance with their determination of which firms are most competent and compatible to do the work. The firm deemed to be most qualified will then enter into negotiations for a contract to provide the necessary design services. If contract terms cannot be reached with the first ranked firm, negotiations will be initiated with the second ranked firm. Interviews will be held on (date) at (location—name and address of building). The order and time of interviews is: Firm A ________ Firm B ________ Firm C ________ Firm D________ Firm E ________ A tour of the site and or facility will be conducted on (date and time). Please have your firm’s representative available for the tour. If you have any questions please contact (name, title, telephone number). Yours truly, (Contracting officer name & title)


SAMPLE LETTER TO FIRMS TO BE INTERVIEWED (Form D)

(Letterhead) (Date) (Address of firm) Note: Use separate letter to each firm RE: INTERVIEW SCHEDULE AND REQUIREMENTS The firms listed below have been short-listed and will be interviewed for the architectural or engineering services relative to the work necessary to implement the (study, design, other) of__________________________________________ . Each firm will be allowed (45) minutes to present its qualifications and to answer questions. The final presentation should not exceed _____ minutes. At the completion of the interviews, the interviewers will rank the firms interviewed in accordance with their determination of which firms are most competent and compatible to do the work. The firm deemed to be most qualified will then enter into negotiations for a contract to provide the necessary design services. If contract terms cannot be reached with the first ranked firm, negotiations will be initiated with the second ranked firm. Interviews will be held on (date) at (location—name and address of building). The order and time of interviews is: Firm A ________ Firm B ________ Firm C ________ Firm D________ Firm E ________ A tour of the site and or facility will be conducted on (date and time). Please have your firm’s representative available for the tour. If you have any questions please contact (name, title, telephone number). Yours truly, (Contracting officer name & title)


SAMPLE LETTER TO FIRMS NOT SELECTED FOR INTERVIEW (Form E)

(Letterhead) (Date) (Address of firm) Note: Use separate letter to each firm RE: STATUS OF SELECTION PROCESS Project _______________________________________________________ The members of __(committee or group)__express their appreciation to you and your firm for submitting your Statement of Qualifications. After careful consideration by the__(committee, board of staff unit)__of all firms who submitted their qualifications a decision to interview the following firms has been made: (List firms in alphabetical order.) While your firm was not selected for an interview, we appreciate your interest in our project and the effort spent on the preparation of your submittal. Yours truly, (Contracting officer name & title)


SAMPLE LETTER TO FIRMS NOT SELECTED FOR INTERVIEW (Form E)

(Letterhead) (Date) (Address of firm) Note: Use separate letter to each firm RE: STATUS OF SELECTION PROCESS Project _______________________________________________________ The members of __(committee or group)__express their appreciation to you and your firm for submitting your Statement of Qualifications. After careful consideration by the__(committee, board of staff unit)__of all firms who submitted their qualifications a decision to interview the following firms has been made: (List firms in alphabetical order.) While your firm was not selected for an interview, we appreciate your interest in our project and the effort spent on the preparation of your submittal. Yours truly, (Contracting officer name & title)

Forms1999-QBS 09/25/09

SAMPLE INTERVIEW RATING FORM – WEIGHTED (Form F)

Project Name:____________________ Date:_______________________________ Form Name: ____________________________________________________________________ Firm Contact Person & Phone Number _______________________________________________ Place of Business __________________________________ Years in business __________ Intends to do work only “in-house” (Y/N) _____ Or proposes to use subconsultants (Y/N) _____ Worked for (this agency) before (Y/N) _______ Worked in (this community) before (Y/N) _____ Lead presenter for firm ___________________ Is proposed project manager (Y/N) __________ Criteria 1 2 3 4 Wt. Score 1. General professional experience 10. 2. Specific professional experience for this work Environmental aspects Technical aspects Operational aspects Maintenance aspects Public and community aspects Track record on performance time aspects Track record on cost control aspects OVERALL RATING

20

3. Proposed use of subconsultants Qualifications Proposed areas of responsibility (appropriate or not) Extent of participation (satisfactory, too little, too much) OVERALL RATING

15

4. Approach to the work to be done Logical sequence and organization Innovative methods or concepts proposed OVERALL RATING

15

5. Qualifications of proposed project manager Pertinent personal professional experience Ability to express ideas Ability to manage the working team Ability to work with (this agency) OVERALL RATING

15

6. Adequacy of proposed staff resources Numbers and availability to work on project Types and quality OVERALL RATING

20

7. Quality of presentation Clarity of presentation Completeness of presentation Quality of audio-visuals (if used) Response to questions OVERALL RATING

5

Total 100

Forms1999-QBS 09/25/09

(Owner may also use reference check Form H) Comments __________________________________________________________________ ______________________________________________________________________ Name of reviewer: ______________________________________________________ (Use of numerical weighting/scoring is optional)


DESIGN PROFESSIONAL PERFORMANCE EVALUATION (Form J) (review at completion of services)

This can be very helpful in the selection of design professionals. A properly performed performance evaluation contributes to the building of a relationship of mutual trust between the owner and the design professional. 1. Immediately after project completion, two or three key people from the owner’s staff independently

complete this evaluation form, then meet to discuss and reach a consensus on a composite evaluation. 2. When consensus is achieved, a copy of the evaluation is sent to the design professional and a meeting

scheduled to discuss the various points on the evaluation. 3. This discussion must be candid and without rancor. The owner must be open to allowing the design

professional to explain extenuating circumstances that may have contributed to any apparent poor showing. Similarly, the design professional must accept responsibility if the firm’s services fell short in any areas.

4. Once agreement is reached on the evaluation, both parties sign the form in the spaces provided. 5. A copy is given to the design professional and a copy placed in the owner’s project file. Name of Firm _______________________________________________________________ Project ____________________________________________________________________ Location ___________________________________________________________________ 1. Did the project meet the program requirements?_______________________________ 2. Was the project completed on time? ________________________________________ 3. Was the project completed within the budget?_________________________________ 4. Were the construction documents adequate? _________________________________ 5. Were the change orders the result of a revision of the scope of work or incomplete construction

documents? ___________________________________________________________ 6. Did the design professional relate satisfactorily with the owner and the contractor(s) on the

project? 7. Did the design professional handle the project administration in a complete and efficient

manner?______________________________________________________________ 8. Would you retain the design professional again on a future project? ________________ _____________________________________________________________________ _____________________________________________________________________ 9. Overall performance rating? (excellent, good, fair, poor) Comments _______________ _____________________________________________________________________ _____________________________________________________________________ Firm Owner _____________________________ _______________________________ Name of Individual Name of Individual

(CITY/COUNTY) OF _______, ____

ORDINANCE NO. ___, ____

AN ORDINANCE REQUIRING THAT THE SELECTION OF CONSULTANTS FOR PROFESSIONAL ARCHITECTURAL, ENGINEERING, AND LAND SURVEYING SERVICES FOR THE (CITY/COUNTY) OF ________ BE BASED ON DEMONSTRATED COMPETENCE AND QUALIFICATION FOR THE TYPE OF PROFESSIONAL SERVICES REQUIRED AT A FAIR AND REASONABLE FEE.

WHEREAS, the public interest is best served when governmental agencies select architects, engineers, and related professional technical consultants for projects and studies through qualifications based selection procedures; and

WHEREAS, basing selections on qualifications and competence fosters greater

creativity and flexibility, and minimizes the potential for disputes and litigation. It is the policy of the (City/County) of _______, ____, to publicly announce all requirements for architectural, engineering and land surveying services, and to select a firm for architectural, engineering and land surveying services on the basis of demonstrated competence and qualification for the type of professional services, and to negotiate contracts with the selected firm at a fair and reasonable fee. This policy is relevant for architectural, landscape architectural, professional engineering, geotechnical, environmental, land surveying, and construction project management services. Criteria to be used in the selection of a firm for these services should include:

• Educational background of key consultant personnel; • Experience record of the consultant team; • Record of success by the consultant, demonstrated by work previously performed

for the agency or similar work performed by others; • Individual within the consultant’s organization who will have direct charge of the

work; • Whether the consultant has adequate staff or other resources such as sub-

consultants to perform the work within the time allowance; • The approach the consultant proposes to use for the work; • The ability of the consultant to work effectively with agency staff or other public

agencies, and related parties as may be required during the course of the design, study, or other technical services;

• Pertinent new ideas which may be presented by the consultant during the course of the selection process;

• Where appropriate, whether the consultant has adequate knowledge of local conditions;

• Whether the consultant has available experienced, capable, and acceptable resource and design professional personnel or consultants as may be pertinent to the particular project;

• Whether the consultant has an effective quality control program; • The consultant’s record of keeping construction costs within project budgets and

design estimates; • The consultant’s ability to furnish adequate and effective construction supervision

services, where such services are an inherent part of a “package” of services for which the consultant is employed;

• Financial stability and capacity of the consultant to carry out the kinds and extent of work needed;

• Availability of the consultant of adequate amounts and forms of liability and professional responsibility insurance.

A comprehensive agreed-upon scope of services shall be the basis for

consultant compensation and contract finalization. Final approval of the negotiated contract for professional services shall be authorized by __________________.

PASSED AND ADOPTED, SIGNED AND APPROVED THIS __________ DAY OF ______________________, _____.

Documents

REQUEST FOR QUALIFICATIONS (RFQ) (Form A) for qualifications (rfq) (form a) ... demonstrated competence and qualification for the type of professional services required at a fair and