How To Prepare Request For Qualifications
How To Prepare Request For Qualifications
How To Prepare Request For Qualifications
Qualifications Initial Questions Example 1 - General Stretch Break!!! Example 2 Short and Sweet Advertisement Example 3 Combined RFQ/RFP Evaluation Process
angles.
Think Again...
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
27% 24%
16% 13%
Communication Issues
Project staff not aware of their responsibilities 10% Scope of services were not clear 4% Lack of documentation of scope changes 10%
46%
Other 6%
Dont Believe Me
Hiring a professional service firm is
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
Use when the services or goods are not well defined. Allows for creative responses
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.
Schedule
Funding Plan Special Performance Requirements
email, fax, hours) Statement that QBS will be used Submission date Special contract terms Description of qualification package Rating criteria list
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
enough information to indicate scope of project and provides contact information to receive full Request for Qualifications document
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
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
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
INTERVIEWER:________________ FIRM:________________________
DATE:________________________ REFERENCE:__________________
Develop 4-6 standard questions to ask each reference. Personally call and interview assigned references.
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?
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).
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
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
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
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.
negotiations is formal. You cant go back. The price from the 2nd ranked firm may be more. Notify and debrief unsuccessful firms
All documents available in Word format from www.QBSGeorgia.org, as well as QBS Help!