Quality Based Selection The Brooks Act and You
Brooks Act <ul><li>&quot;POLICY &quot;Sec.902. The Congress hereby declares it to be the policy of the Federal Government ...
The Brooks Act <ul><li>Public Law 92-582 </li></ul><ul><ul><li>92 Congress, H.R.12807, October 27, 1972 </li></ul></ul><ul...
Federal Acquisition Regulations  (FAR) <ul><li>Subpart 36.6 Architect-Engineer Services </li></ul><ul><ul><li>References P...
New Mexico Procurement Law <ul><li>GSD and NMAC Procurement Code Regulations 1.4.1 </li></ul><ul><li>New Mexico Statutes f...
PSSC formed by Rule <ul><li>18.28.3.6 OBJECTIVE:   To create a professional services selection committee to serve as the s...
NMDOT QBS Process <ul><li>Public Announcement of RFP </li></ul><ul><li>Preproposal Meeting </li></ul><ul><li>Proposal Due ...
Overall Process  <ul><li>From STIP process- Projects recommended </li></ul><ul><li>Annual Budget Developed for Consulting ...
Overall Process Continued <ul><li>Proposals Accepted by CAS and sent to CMU who distribute to PSSC.  </li></ul><ul><li>Pro...
Amendments for Existing Contracts <ul><li>PDE & Regional Manager should project needed future contract amendments for the ...
RFP Handling by CMU <ul><li>RFP Scheduled and placed on NMDOT Website by CMU. </li></ul><ul><li>Final RFP written by PDE a...
Pre-Proposal Meeting <ul><li>Inform Project Managers or Project Development Engineers schedule to write RFP’s and RFP Powe...
PSSC Meeting <ul><li>Schedule PSSC meetings for proposals </li></ul><ul><li>Distribute proposals </li></ul><ul><li>Collect...
PSSC Committee Composition <ul><li>Permanent Members </li></ul><ul><ul><li>PSSC Chair - Context Sensitive Solutions Manage...
PSSC Committee Composition <ul><li>Advisory Members – Non Voting </li></ul><ul><ul><li>Contract Administration Section </l...
PSSC Evaluation and Selection <ul><li>Receipt of Proposals by C.A.S. </li></ul><ul><li>Distribute proposals to Professiona...
Consultant Contract Price Negotiations <ul><li>Negotiations Include: </li></ul><ul><ul><li>Fees for Levels of Professional...
Contracts <ul><li>New Contracts </li></ul><ul><li>On Call Contracts </li></ul><ul><ul><li>Fix Negotiated Rates </li></ul><...
Contract Management Unit Tasks <ul><li>RFP Scheduling </li></ul><ul><li>Review Consultants Budgets </li></ul><ul><li>Reque...
Project and Contract Management <ul><li>PDE & Regional Manager are Responsible to administer the contract </li></ul><ul><l...
Upcoming SlideShare
Loading in …5
×

Quality Based Consultant Selection

491 views
424 views

Published on

Published in: Business, Design
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
491
On SlideShare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
7
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Quality Based Consultant Selection

  1. 1. Quality Based Selection The Brooks Act and You
  2. 2. Brooks Act <ul><li>&quot;POLICY &quot;Sec.902. The Congress hereby declares it to be the policy of the Federal Government to publicly announce all requirements for architectural and engineering services, and to negotiate contracts for architectural and engineering services on the basis of demonstrated competence and qualification for the type of professional services required and at fair and reasonable prices. </li></ul>
  3. 3. The Brooks Act <ul><li>Public Law 92-582 </li></ul><ul><ul><li>92 Congress, H.R.12807, October 27, 1972 </li></ul></ul><ul><li>40 U.S.C. 471, et seq. amended to include: </li></ul><ul><ul><li>Title IX Selection of Architects and Engineers </li></ul></ul>
  4. 4. Federal Acquisition Regulations (FAR) <ul><li>Subpart 36.6 Architect-Engineer Services </li></ul><ul><ul><li>References Public Law 92-582 as amended: 40 U.S.C. 541-544 </li></ul></ul><ul><ul><li>References Public Announcement, Competition, applicable contracting procedures, implementation, selections and criteria, evaluations, selection authority, cost and price estimate, negotiations by scope and price, design within funding limitations, work performed by Architect-Engineer </li></ul></ul>
  5. 5. New Mexico Procurement Law <ul><li>GSD and NMAC Procurement Code Regulations 1.4.1 </li></ul><ul><li>New Mexico Statutes for Competitive Proposals Chapter 13, Public Purchases and Property </li></ul><ul><ul><li>Specifically for Competitive sealed qualifications based proposals; architects; engineers; landscape architects; surveyors; selection process in Section 13-1-120 </li></ul></ul><ul><ul><li>Special attention to Section13-1-122, awards and contract scope and price negotiations </li></ul></ul>
  6. 6. PSSC formed by Rule <ul><li>18.28.3.6 OBJECTIVE: To create a professional services selection committee to serve as the selection committee for transportation projects of the New Mexico department of transportation using competitive sealed qualifications based proposals. This selection committee is necessary in order for the New Mexico department of transportation to fulfill its duties and responsibilities by effectively and continuously managing and conducting its work on transportation projects through the procurement process. </li></ul><ul><li>[18.28.3.6 NMAC - Rp, 18 NMAC 28.3.6, 12/01/2004] </li></ul>
  7. 7. NMDOT QBS Process <ul><li>Public Announcement of RFP </li></ul><ul><li>Preproposal Meeting </li></ul><ul><li>Proposal Due date and location </li></ul><ul><li>Selection of A-E firm on Qualifications-not price </li></ul><ul><li>Contract scope and price negotiations ( when in the contract negotiation phase price is a consideration and negotiations can be terminated if agreement is not reached, and new negotiations will be initiated with the next qualified firm) </li></ul><ul><ul><li>Contract Price & Negotiations practice is documented in all laws referenced in previous slides </li></ul></ul><ul><li>Contract Execution- </li></ul><ul><li>Notice to Proceed </li></ul><ul><li>Contract/Project Management - Management Responsibility-PDE and Regional Manager </li></ul>
  8. 8. Overall Process <ul><li>From STIP process- Projects recommended </li></ul><ul><li>Annual Budget Developed for Consulting & is an estimate of Project needs based on On-going Status or New RFP. </li></ul><ul><li>Project List tabularized and allocated to maximize fund categories </li></ul><ul><li>Consultant Program Submitted to Steve Harris for approval and processed to Planning </li></ul><ul><li>RFP Development by PDE/Region for Scoping and Advertising of Project. </li></ul><ul><li>RFP Scheduled and Placed on NMDOT Website by CMU. </li></ul><ul><li>Instructions to Offerers (ITO) & Final RFP written and given to CMU for publication on website. </li></ul><ul><li>Legal Advertising on statewide newspapers and Internet </li></ul><ul><li>Pre-Proposal Meeting Scheduled </li></ul><ul><li>Proposals Received </li></ul>
  9. 9. Overall Process Continued <ul><li>Proposals Accepted by CAS and sent to CMU who distribute to PSSC. </li></ul><ul><li>Proposals Evaluated by PSSC for project award recommendation </li></ul><ul><li>Apparent Selection sent to Steve Harris & Andres Aragon Viamonte for approval & signature </li></ul><ul><li>Consultants notified of selection. </li></ul><ul><li>Price Negotiation with selected Consultant. </li></ul><ul><li>Contract written with Consultant and hopefully price fits in budget established for project. </li></ul><ul><li>Notice to proceed written by CMU </li></ul><ul><li>Project & Contract Management Responsibility of PDE & Regional Manager. </li></ul><ul><li>Invoices from Consultant submitted for payment by CMU. </li></ul>
  10. 10. Amendments for Existing Contracts <ul><li>PDE & Regional Manager should project needed future contract amendments for the next fiscal year at least 6-8 months in advance </li></ul><ul><li>This is recommended to assure inclusion in Consultant Program Budget </li></ul><ul><li>Early estimating and inclusion avoids unprogrammed amendments eating budget from other projects </li></ul><ul><li>Allows easier flow of Consultant Program and Development of that Program </li></ul><ul><li>If you do not project future amendments, there is a high probability your project will go static until the next budget cycle </li></ul>
  11. 11. RFP Handling by CMU <ul><li>RFP Scheduled and placed on NMDOT Website by CMU. </li></ul><ul><li>Final RFP written by PDE and given to CMU for publication on website. </li></ul><ul><li>Legal Advertising on Statewide and/or Regional Newspapers </li></ul>
  12. 12. Pre-Proposal Meeting <ul><li>Inform Project Managers or Project Development Engineers schedule to write RFP’s and RFP PowerPoint Presentations </li></ul><ul><li>Schedule meeting room and PowerPoint Presentations. </li></ul>
  13. 13. PSSC Meeting <ul><li>Schedule PSSC meetings for proposals </li></ul><ul><li>Distribute proposals </li></ul><ul><li>Collect and Enter Scores </li></ul><ul><li>Execute selection documents </li></ul>
  14. 14. PSSC Committee Composition <ul><li>Permanent Members </li></ul><ul><ul><li>PSSC Chair - Context Sensitive Solutions Manager-Non voting; Joe Sanchez </li></ul></ul><ul><ul><li>Infrastructure Division Director- Voting; Steve Harris </li></ul></ul><ul><ul><li>Programs Division Director-Voting; Muffet Cuddy </li></ul></ul><ul><ul><li>Regional Design Manager-Voting (Floating) </li></ul></ul><ul><ul><li>Deputy Secretary for Business Support-Voting Vince Martinez </li></ul></ul><ul><ul><li>District Engineer or Designee – Voting (Floating) </li></ul></ul><ul><ul><li>The two floating members will be assigned Proposal Specific and will include Planning, Aviation, Engineering Support, Regional Design Manager, and DE </li></ul></ul>
  15. 15. PSSC Committee Composition <ul><li>Advisory Members – Non Voting </li></ul><ul><ul><li>Contract Administration Section </li></ul></ul><ul><ul><li>Equal Employment Opportunity Programs Bureau </li></ul></ul><ul><ul><li>Federal Highway Administration (Kathy Walker) </li></ul></ul><ul><ul><li>Development Support Services Bureau </li></ul></ul><ul><ul><li>State Transportation Commission Member </li></ul></ul><ul><ul><li>Project Development Engineer or Manager </li></ul></ul><ul><ul><li>Professional Services Contracts Manager </li></ul></ul><ul><ul><li>Any Person Requested by the Secretary of Transportation </li></ul></ul>
  16. 16. PSSC Evaluation and Selection <ul><li>Receipt of Proposals by C.A.S. </li></ul><ul><li>Distribute proposals to Professional Services Selection Committee for evaluation by CMU. </li></ul><ul><li>Distribute Evaluation Sheets to PSSC Members with any Deductions. </li></ul><ul><li>Tabulation of Scores </li></ul>
  17. 17. Consultant Contract Price Negotiations <ul><li>Negotiations Include: </li></ul><ul><ul><li>Fees for Levels of Professional Services & Scope of Project </li></ul></ul><ul><ul><li>Hours to be charged for consultant team on a project- we typically negotiate on man-hours because this is a reflection of scope </li></ul></ul><ul><ul><li>Direct costs, per diem, other direct expenses </li></ul></ul><ul><ul><li>Total Price for Project </li></ul></ul>
  18. 18. Contracts <ul><li>New Contracts </li></ul><ul><li>On Call Contracts </li></ul><ul><ul><li>Fix Negotiated Rates </li></ul></ul><ul><ul><li>Contracts for up to 4 Years </li></ul></ul><ul><ul><li>PDE to assign Tasks and negotiate scope of work (Time) </li></ul></ul><ul><ul><li>PDE or Project Manager Responsible for Budget </li></ul></ul><ul><ul><li>No Amendments </li></ul></ul><ul><li>Fixed Price Contracts </li></ul><ul><li>Amendments </li></ul><ul><li>Encumbrance-Money attached to Contract </li></ul>
  19. 19. Contract Management Unit Tasks <ul><li>RFP Scheduling </li></ul><ul><li>Review Consultants Budgets </li></ul><ul><li>Request Overhead Audits on Consultants </li></ul><ul><li>Contract Negotiations: </li></ul><ul><ul><li>Check Overhead </li></ul></ul><ul><ul><li>Attend negotiations </li></ul></ul><ul><ul><li>Review price proposals for format and allowable charges </li></ul></ul>
  20. 20. Project and Contract Management <ul><li>PDE & Regional Manager are Responsible to administer the contract </li></ul><ul><li>Assures contract deliverables are completed </li></ul><ul><li>Assures payment is correct and project is meeting schedule </li></ul><ul><li>Notice the 3 prongs of Project management & contract management ( scope, time, money or deliverables, payment, schedule) </li></ul>

×