The Port of New Orleans - As-Needed Consultant Selection Process for Professional Services

Transcription

1 The Port of New Orleans - As-Needed Consultant Selection Process for Professional Services September 22, 2015 Catherine C. C. Dunn, P.E., D.NE, N.PE, D.PE P.PE Director, Deputy Port Director Development Port Development Port

2 Consultant Selection Process - Regulations Board s By-Laws Article VIII Section 3-Engineering and Other Consultants Section 6-Extreme Public Emergency Board s Port Development Division Directive No. 9 Specifically for Engineering, Construction, and Related Professional Services Note: La. R.S. 38: requires selection of design professional services on the basis of competence and qualifications where price is not a factor in selection, i.e. no bidding for design professional services Board s Purchasing Policy Manual for Contract Administration (June 2013) For procurement of goods, administration of contracts Bid process for public works contracts under La. R.S. 38:

3 Standard Form: DOTD as modified for the Port of New Orleans Form required for the RFQ process. Fill out all sections 1 - Make sure to check which projects submitting for 4 & 5 Do not need names, but type and numbers 8 Answer both parts 9 Complete all parts especially the percentage and certification 10 An organizational chart will work 11 Under g list work RELEVANT to the proposed work 12 Again - list work RELEVANT to the proposed work (Note only 5 max) 14 NEW - Value of Contracts with the Port of New Orleans within the past 24 months. This includes work as prime and as a sub (there is a box for each). 16 FAILURE TO SIGN ITEM 16 WILL RENDER THE RFQ NON- RESPONSIVE

4 CRITERIA FOR RFQ EVALUATIONS For Statements of Qualifications: 1. Experience in the type of work, weighted factor of 5 2. Staffing and support personnel, weighted factor of 5 3. Professional reputation and business stability, weighted factor of 5 4. Local representation, weighted factor of 2 5. DBE participation, weighted factor of 2 6. Prior contract history, weighted factor of 2 7. New Opportunities, weighted factor of 3 8. Knowledge of local conditions, weighted factor of 3 Each Evaluation Committee Member assigns a score of 1 to 5, which is multiplied by the weighted factor. Ranking is based on sum of scores. Example, highest total score is ranked #1 by that evaluator. Evaluation Committee Member rankings are combined. Example, lowest total of the rankings by each evaluator is ranked #1 by the Committee.

5 Factors in Evaluating Qualifications Criteria Ratings: Experience in Type of Work Staffing & Support Personnel Professional Reputation & Business Stability 5 Excellent Excellent Excellent Local Representation within 60 miles MBE/DBE/WBE /SBE Participation Prior Contract History >75% Excellent Knowledge of New Local Opportunity Conditions No work as prime or sub in last 2 years Excellent 4 Very Good Very Good Very Good within 120 miles Between 51% and 75% Very Good Work as sub in last 2 years under $50k Very Good 3 Good Good Good within 240 miles Between 31% and 50% Good Work as sub in last 2 years over $50k Good 2 Fair Fair Fair within 360 miles Between11% and 30% Fair Work as Prime in last two years under $50K Fair 1 Poor Poor Poor within 500 miles Between 1% and 10% Poor Work as Prime in last two years under $200K Poor 0 None None None beyond 500 miles 0% None Work as prime in last two years over $200k None

6 PRELIMINARY SCORING BOARD OF COMMISSSIONERS PORT OF NEW ORLEANS REQUEST FOR QUALIFICATIONS SUMMARY FORM PROJECT: Port NOLA Projet Evaluation Committee Member rankings are combined. Example, lowest total of the rankings by each evaluator is ranked #1 by the Committee. Name of Firm Reviewer #1 Reviewer #2 Reviewer #3 Reviewer #4 Reviewer #5 Total Score Final Ranking A B C D 0 E F G H I J K 0 L 0

7 Request for Proposals - RFP Request for Proposals sent to three five of the highest ranking SOQs Only submit the SF for firms added to the team since submittal of the SOQ Employees must have or be able to obtain Transportation Identification Worker Credentials (TWIC) Written Proposal One original bound proposal and five bound copies (and one flash drive with all documents) Fee Proposal Opened after scoring is completed Presentation if requested

8 Written Proposal One original bound proposal and five bound copies Forms: Commitment to Assign Identified Resources Form (Form CAIR) Key Personnel Information Form (Form KPI) Named Sub-consultants Form, if any will be used (Form NS) Letter of Sub-Consultants Intent Form, if any will be used (Form LSI) Following section consisting of brief written descriptions: Summary of directly related experience both consultant and sub-consultants Any client reference letters limit of three An indication of ability of PM and key personnel providing presence in the NO area during contract Conceptual plan of action Additional PONO SF forms if necessary Description of skills, knowledge and experience directly related to the Scope of Work that indicated knowledge of local conditions Summary description indicating understanding of the Scope of Work and ability to meet Board s schedule

9 Fee Proposal One original due with the Written Proposal no copies needed Completed Fee Rate Schedule Form Sealed Envelope marked Fee Proposal Name of Prime Consultant indicated on outside Separate from the Written Proposal

10 Presentation and Interview with the Consultant Evaluation Committee Encouraged to use Powerpoint presentation. Projector, screen and laptop are available Interview intended to be an opportunity for the Consultant/Team to present how they best meet the criteria that is the basis for final evaluations. Maximum of 45 minutes with additional 15 minutes for questions 15 minute period prior to presentation for setup Six printed color copies of presentation submitted at time of presentation. Key individuals: Lead Project Manager Lead engineer or engineers Lead specialists

11 CRITERIA FOR RFP EVALUATIONS For Written Proposals: 1. Experience, both of the Prime Consultant and key individuals, weighted factor of 5 2. Past performance of Prime Consultant and key individuals, weighted factor of 5 3. Local representation, weighted factor of 3 4. Conceptual plan of action, weighted factor of 3 5. Staffing and support personnel, weighted factor of 3 6. Knowledge of local conditions, weighted factor of 3 7. Ability to meet schedule, weighted factor of New Opportunities, weighted factor of 3 9. DBE participation, weighted factor of 2.5 Each Evaluation Committee Member assigns a score of 1 to 5, which is multiplied by the weighted factor. Ranking is based on sum of scores. Example, highest total score is ranked #1 by that evaluator. Evaluation Committee Member rankings are combined. Example, lowest total of the rankings by each evaluator is ranked #1 by the Committee.

12 Factors in Evaluating Proposal Criteria Experience in Type of Work Past Performance Local Representation Conceptual Plan of Action Staffing & Support Personnel Knowledge of Local Conditions Ability to Meet Schedule New Opportunity MBE/DBE/ WBE Participation Ratings: 5 Excellent Excellent within 60 miles Excellent Excellent Excellent Excellent No work as prime or sub in last 2 years >75% 4 Very Good Very Good within 120 miles Very Good Very Good Very Good Very Good Work as sub in last Between 51% 2 years under $50k and 75% 3 Good Good within 240 miles Good Good Good Good Work as sub in last 2 years over $50k Between 31% and 50% 2 Fair Fair within 360 miles Fair Fair Fair Fair Work as Prime in last two years under $50K Between11% and 30% 1 Poor Poor within 500 miles Poor Poor Poor Poor Work as Prime in last two years under $200K Between 1% and 10% 0 None None beyond 500 miles None None None None Work as prime in last two years over $200k 0%

13 Name of Firm BOARD OF COMMISSSIONERS PORT OF NEW ORLEANS REQUEST FOR PROPOSALS SUMMARY FORM PROJECT: Port NOLA Project Reviwer #1 Reviwer #2 Reviwer #3 Reviwer #4 Reviwer #5 Total Score Final Ranking F I J Evaluation Committee Member rankings are combined. Example, lowest total of the rankings by each evaluator is ranked #1 by the Committee.

14 After the RFP The Board awards contracts at its monthly public meeting, generally at 11:00 a.m. in the auditorium of the Port Administration Building. Written notification of the award will be issued by Ms. Dunn after the Board meeting. No information regarding the award will be given prior to the Board s action, however the Board s agenda for the meeting at which an award will take place will be sent to the firms submitting proposals prior to the Board meeting. After award: Staff negotiates contract terms, conditions, rates, time schedule Legal and Risk Management departments review contract and approve for CEO to execute contract.

15 Don t forget to: Thank You /NewOrleansPort Follow us on Twitter Watch us on #PortNOLA PortofNOLA Catherine C. C. Dunn, P.E., D.NE, N.PE, D.PE P.PE Port Deputy of New Director Orleans Port Development