April 10 2018 Consultant Selection Training ALL TEXT SHOULD BE ARIAL FONT IN BOLD DO NOT LEAVE THE DEFAULT CALIBRI 1 Learning Objectives Increase knowledge and understanding of The process for consultant selections ID: 748983
Download Presentation The PPT/PDF document "For State Operated Campuses" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
For State Operated Campuses
April 10, 2018
Consultant Selection Training
ALL TEXT SHOULD BE ARIAL FONT IN BOLD.
DO NOT
LEAVE THE DEFAULT CALIBRI.
1Slide2
Learning Objectives
Increase knowledge and understanding of:
The process for consultant selectionsThe procurement requirements associated with consultant selections
The role of the Minority and Women Owned Business Enterprises (MWBE) Program Coordinator and MWBE participation in consultant selections
Committee chairs: fulfill the requirement in Procedure 7555 to have completed consultant selection training
2018
SUNY Office for Capital Facilities
2Slide3
2018
SUNY Office for Capital Facilities
3Slide4
Procurement Requirements
2018
SUNY Office for Capital Facilities4
Polices and Procedures
7553 – Purchasing
7552 – Procurement Lobbying
7554 –
Construction
7555–
Consultants
7556 and 7557 – MWBESlide5
Architectural, Engineering and Surveying Services
Contracts are negotiated with the most qualified consultant
Applicability: >$25,000SUNY Procedure #7555
2018
SUNY Office for Capital Facilities
5NYS Finance Law §136-ASlide6
State Finance Law §136-a
2018
SUNY Office for Capital Facilities6
Most Qualified
It is the policy of New York state to negotiate contracts for architectural and/or engineering services and/or surveying services on the basis of demonstrated competence and qualification for the type of professional services required and at fair and reasonable fees.
NegotiateSlide7
Campus Let Design Project
2018
SUNY Office for Capital Facilities
7Slide8
PC reviews the SOQ and provides the GFE form to the selection committee
PC reviews the completed consultant rating form, cost proposal, and staffing list to evaluate GFE
short listed firms must have MWBEs in their staffing plans
Waivers
PC = MWBE Program Coordinator
Consultant Selection Process
2018
8
SUNY Office for Capital FacilitiesSlide9
2018
SUNY Office for Capital Facilities
9
Project Funding Requests must be approved by the Fund prior to placing an advertisement
If capital, follow the Campus Administered Procedures
Capital Project Request Form Division of Budget B-1184 approvalProject Funding Request
Pre Solicitation
Campus Let vs.
Campus Funded
Funding SourceSlide10
2018
SUNY Office for Capital Facilities
10Minority and Women Owned Business Enterprise (MWBE) Participation
Assign Goals
Applicable on contracts >$25,000Set Goals using the Goal Setting Methodology
Governors Aspirational Goals: 30%Require a Sub-consultant Staffing list with the submittals (
7555-15
,
16
,
17
)
Pre Solicitation
MWBE
SUNY Procedure 7557Slide11
2018
SUNY Office for Capital Facilities
11Service Disabled Veteran Owned Business (SDVOB) Participation
Assign Goals
Applicable on contracts >$25,000Assess contract for SDVOB participation
State-wide goal is 6%Require a Sub-consultant Staffing list with the submittals (7555-15,
16
,
17
)
Pre Solicitation
SDVOB
SUNY Procedure 7564Slide12
2018
SUNY Office for Capital Facilities
12Sub-consultant Staffing List
7555-15
Architecture7555-16Construction Management7555-17Commissioning
ArchitectureCivil EngineeringLandscape ArchitectureStructuralPlumbing/Fire ProtectionHVAC
Electrical
Cost Estimating
Asbestos/Hazmat
Other
CM-Primary Services
Pre-Construction-Constructability Review
Pre-Construction-Scheduling
Cost Estimating
Construction Phase Scheduling
Safety Review
Construction Phase Technical Staffing
MWBE & EEO
Other
Commissioning Agent
Engineering
Indoor
Air Quality Testing
Inspection Services
Balancing
OtherSlide13
SUNY Form 7555-01
2018
SUNY Office for Capital Facilities
13
Request for QualificationsSlide14
2018
SUNY Office for Capital Facilities
14
Advertisement
Advertisement for at least 15 business days prior to the bid due dateIndividual ad for contracts in excess of $50,000
Request qualifications from a minimum of five consultants Slide15
Selection Committee
A minimum of three members are required
If interviews are held, all voting committee members must attend all interviews At a minimum the committee chair must have completed the Consultant Selection Training
2018
SUNY Office for Capital Facilities
15Slide16
Procurement Lobbying Act
Limits communications during the Restricted Period – from Contract Reporter Ad to Contract Execution
All inquires must be directed to the Designated ContactRequires vendor affirmation, certification and disclosure of compliance
Applicability: >$15,000
SUNY Procedure #7552
2018
SUNY Office for Capital Facilities
16
NYS State Finance Law § 139-jSlide17
Procurement Lobbying Act
“Contact” means an oral, written or electronic communication to SUNY related to the procurement by or on behalf of the
Offerer during the Restricted Period that could be inferred as intending to influence the procurement
"Restricted period" means
from the earliest written notice, advertisement or solicitation of a request for proposal, invitation for bids, or solicitation of proposals, or any other method for soliciting a response from offerers
intending to result in a procurement contract
2018
SUNY Office for Capital Facilities
17
For more, read
Procedure 7552Slide18
Conflict of Interest
Contact your campus ethics officer or counsel
2018SUNY Office for Capital Facilities
18
A conflict of interest occurs when the Committee member or an immediate family member (spouse/domestic partner, parent, sibling or child) has a financial interest in or has been employed by any of the firms under consideration within the previous two years. Slide19
Short List
Brief review of all Submittals of Qualifications
Each committee member individually completes a Short List Rating Form (7555-03)
Short List Ratings are complied in the Short List Summary Form (7555-04)
2018SUNY Office for Capital Facilities
19Slide20
Short List
At a
minimum the five firms with the highest ratings are to continue in the selection process.In the event that the fifth and sixth firms’ ratings are tied both firms are to continue in the selection process.
Ratings may be reconsidered if pool of firms is too large or too small
Provide the MWBE Program Coordinator copies of the Submittal of Qualifications and Sub-consultant Staffing Lists (SUNY Form 7555-115, 116 or 117) for each short listed firm
2018SUNY Office for Capital Facilities20Slide21
2018
SUNY Office for Capital Facilities
21
MWBE Program Coordinator
Reviews MWBE and SDVOB documentation
which is required with the submittal of qualificationsApproves whether the MWBE component is meaningful and acceptable using GFE Evaluation & Rating Form (7557-124)
Collaborates with MWBE campus facilities & design professionals to complete reviews
Approves the Sub-consultant Staffing List (Form 7555-115, 16, 17) after selection
Roles and
ResponsibilitiesSlide22
2018
SUNY Office for Capital Facilities
22
MWBE Program Coordinator
Evaluates Good Faith Efforts and provides the GFE Form (7557-124) to the selection committee
The selection committee uses this information to determine the MWBE rating on the Consultant Selection Rating Form (7555-06)Slide23
Evaluating Firms
Detailed review of Submittal of Qualifications
Site visits and Interviews, as applicableContact References (Form 7555-07)
Committee members individually complete the Consultant Selection Rating Form (7555-06)
2018
SUNY Office for Capital Facilities
23
Score in ink.
Do not write comments on the score sheets.Slide24
Evaluating Firms
2018
SUNY Office for Capital Facilities
24Slide25
Evaluating Firms
Consultant Selection Rating Form (
7555-06)Firm Qualifications and Experience (20 Pts.)
Personnel Qualifications and Experience (20 Pts.)
Previous Experience with Work Specific to Project Scope (20 Pts.)Approach & Capability (20 Pts.)
MWBE Utilization (10 Pts.)References (10 Pts.)
2018
SUNY Office for Capital Facilities
25Slide26
Make Selection
Compile the Selection Committee members individual scores
The highest ranking consultant is determined by calculating the average of all Selection Committee member’s scoresForward a Letter of Intent (Form 7555-08) to the most qualified consultant
2018
SUNY Office for Capital Facilities
26
Forms available
onlineSlide27
Negotiate a Fair and Reasonable Fee
Request and evaluate the cost proposal
HoursRates
Multipliers
No cost proposals are to be submitted with the qualifications. Cost proposals are to be requested after a consultant selection is made.
2018SUNY Office for Capital Facilities27Slide28
Consultant Procurement Checklist
Link to form
2018
SUNY Office for Capital Facilities
28
Ensure all required documentation is submitted Slide29
2018
SUNY Office for Capital Facilities
29
Consultant Agreements <$25,000
Slide30
Campus Documentation
Purchase Order or Agreement
Exhibit AProject scope and requirements
If processed as a Contract - Campus Procurement Certification (Form XV, Procedure 7553)
2018SUNY Office for Capital Facilities30
Agreements <$25KSlide31
Consultant Documentation
Procurement Lobbying Forms
(applies >$15,000) Certificates of Insurance
Certificate of Workers Comp and Disability
OSC Form A - State Consultant Services Contractor’s Planned Employment (applies >$15,000; applicable to salaries, does not include travel or reimburseables)
2018
SUNY Office for Capital Facilities
31
Agreements <$25KSlide32
2018
SUNY Office for Capital Facilities32Slide33
2018
SUNY Office for Capital Facilities
33
Jessica R. Miller
Campus Let Contracts
jessica.miller@suny.edu
518-320-1129