How to Prepare a Request for Qualifications (RFQ) Response for A/E & CMR Solicitations

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1 How to Prepare a Request for Qualifications (RFQ) Response for A/E & CMR Solicitations September 29, 2014 at 9:00 am School Board Administrative Building (Auditorium) 1

2 Who We Are: THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA SUPERINTENDENT OF MIAMI-DADE COUNTY PUBLIC SCHOOLS Alberto M. Carvalho OFFICE OF SCHOOL FACILITIES Jaime G. Torrens, Chief Facilities Officer PLANNING, DESIGN & SUSTAINABILITY Ana F. Rijo-Conde, Deputy Chief Facilities & ECO Sustainability Officer A/E SELECTION & NEGOTIATIONS Nazira Abdo-Decoster, Executive Director Sharon Kramer, Assistant Director Ed Ford, A/E Selection Analyst Carlton Crawl, A/E Selection Analyst Octavio Suarez, A/E Selection Analyst Carolina Velez, A/E Selection Analyst 2

3 What We Do: Miami-Dade County Public Schools Manage the Selection Process for A/Es, CMRs & Design/Builders: Architect/Engineer of Record (A/E) project specific Architectural/Engineering Projects Consultants (A/EPC) * Special Projects Consultants (SPC) by discipline * Construction Manager at-risk (CMR) project specific CMR for Miscellaneous Projects * Design Criteria Professional (DCP) project specific Design/Build (D/B) project specific Manage the Selection Process for Design & Construction-Related Support Services: Building Code Consultants (BCC) * Geotechnical Consultants & Material Testing (GEOTECH) * Land Surveying Consultants (LSC) * HVAC Test & Balance (T&B) * Environmental & Asbestos Consulting & Testing (EACT) * Construction Cost Estimating Consultant (CEC) * Construction Scheduling Consultant (CSC) * Job Order Contracts (JOC) Consultant * * Continuing contracts (aka term contracts) 3

4 What We Do (cont.): Miami-Dade County Public Schools Negotiate Services and Fees with A/Es, CMRs & Design/Construction-Related Support Services and make Commissioning Recommendations to the Board Develop, Maintain & Process A/Es, CMRs & Design/Construction-Related Support Services Agreements Collect, Maintain & Manage A/E and Design/Construction-Related Support Services Performance Database (CMR, D/B and Construction Performance Database is managed by the Department of Capital Improvement Projects) 4

5 The Selection Process and Negotiations for Professional Services are governed by: Florida Statutes (including ) The K-20 Education Code The Florida Administrative Code The School Board of Miami-Dade County Bylaws & Policies School Board-Approved Selection Procedures: Procedures for the Selection of Architects and Engineers Procedures for the Selection of Architectural/Engineering Projects Consultants (A/EPC) and Special Projects Consultants (SPC) Procedures for the Selection of Construction Management (CM), CM at-risk (CMR) and Program Management Services 5

M-DCPS TYPICAL SELECTION STEPS A LEGAL AD (RFQ Solicitation for Professional Services) - MDCPS A/E Selection web page - Daily Business Review - Miami Times - Diario Las Americas - Kiskeya Herald -

6 M-DCPS TYPICAL SELECTION STEPS A LEGAL AD (RFQ Solicitation for Professional Services) - MDCPS A/E Selection web page - Daily Business Review - Miami Times - Diario Las Americas - Kiskeya Herald - Construction journals B MANDATORY PRE- PROPOSAL CONFERENCE (if applicable) C RFQ RESPONSES DUE D EVALUATIONS (Initial Screening - Qualifications) Short-List Posted on A/E Selection Web page E SHORTLIST INTERVIEWS (Competitive Selection) Oral Presentation to a Selection Committee FORM 1 score does not carry over to interviews Final Score & Ranking = High & low scores dropped & remaining scores averaged Final Results Posted on A/E Selection Web page F PRE- NEGOTIATE & NEGOTIATE G BOARD COMMISSION & CONTRACT EXECUTION H DESIGN & CONSTRUCTION PROCESS (Capital Improvement Projects) 6

7 Everything You Need To Prepare You RFQ Response is On-line at: 3 Key Documents: The Legal Ad (Solicitation for Professional Service) The Standard Selection Procedures for the Specific Services Required The Pre-proposal Conference Hand-out (if applicable) 7

8 RFQ Proposal Due Date 114 Click on number to view FULL Legal Ad Click on PDF RFQ (The Selection Procedures for this specific ad) Proposals Submitted Shortlist Interview Schedule Final Ranking Click on PDF INFO (Pre-proposal Handout after the conference, if applicable) 8

9 Register to view all Documents 9

10 Typical Solicitation Information: Type of Professional Service Required The Project Facility, Title/Number, Location & Construction Budget For CMRs Minimum Prequalification Requirements Type of Experience Required Project Scope Mandatory Pre-proposal Conference (If applicable) Deadline for Questions Number of Copies and Location of Drop-off RFQ Response Requirements Mandatory SBE/MBE Sub-consulting and/or Sub-contracting Goals (If applicable) For CMRs Mandatory Local Work Force Goals (If applicable) Communication requirements School Board Policies Other project specific requirements as deemed appropriate by M-DCPS RFQ Response Due Date (LATE RESPONSES WILL NOT BE ACCEPTED ---- PLAN ACCORDINGLY) 10

11 Overview of the Selection Process M-DCPS has several Board-approved selection procedures for different professional services. However, they are similar in format. In general, each Selection Procedure includes: Information about the purpose, planning, intent & standard selection procedures Instructions to Proposers Submittal Requirements. This section describes how the proposer is to prepare and tab their RFQ Response. The Criteria for Evaluation and Scoring: Qualifications: RFQ Proposals are evaluated by staff in order to shortlist Competitive Selection: Oral Presentations (selection committee interviews short-listed firms) Required Forms GSA SF 330 (required for A/Es, AEPC & SPC) is a fillable form in the Selection Procedures. All M-DCPS FM forms are available on-line at Click on Forms, select Records & Forms, click on Forms Search then in the box labeled Search By Form Number input the 4 digit FM form number. After filling in the form, Save and clear the from. 11

12 Related School Board Policies The Cone of Silence 6325 Lobbyist 8150 Registration Local-Vendor Preference Business Code of Ethics 6460 Small/Micro Business Enterprise Program & Minority/Women Business Enterprise Certification Office of Economic Opportunity Prequalification of Contractors for Educational Facilities Construction 6334 Office of Economic Opportunity Contractor Debarment Procedures

13 The Cone of Silence Pursuant to Board Policy 6325, the Cone of Silence Cone shall commence with the issuance of the Legal Advertisement and shall terminate at the time an item is presented by the Superintendent to the appropriate Board committee immediately prior to the Board meeting at which the Board will award or approve a contract, reject all bids or responses, or take any other action that ends the solicitation and review process. Any violation of this rule shall be investigated by the Board s Inspector General and shall result in the disqualification of the potential applicant from the competitive solicitation process, rejection of any recommendation for award, or the revocation of an award to the vendor as being void, rendering void any previous or prior awards. The potential vendor or vendor s representative determined to have violated this rule, shall be subject to debarment. During the Cone all communications must follow the instructions in the legal advertisement. Communications that do not follow these instructions can not be addressed. 13

14 Now Let s Look at the Selection Procedures 14

15 Questions? 1450 NE 2 nd Avenue, Room 305 (305)

Office of Superintendent of Schools March 19, 2014 Board Meeting of April 9, 2014

Office of Superintendent of Schools March 19, 2014 Board Meeting of April 9, 2014 Office of School Facilities Jaime G. Torrens, Chief Facilities Officer SUBJECT: COMMITTEE: COMMISSIONING OF ASSET BUILDER,