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RFQs AND RFPs:
SELECTING THE DESIGN-BUILDER
Mark E. Alpert
CH2M HILL
June 10, 2013
2
Agenda
• Procurement Processes
– 1 step
– 2 step
• What is in an RFP?
• Evaluation and Selection of Design Build firms
3
PROCUREMENT PROCESS
RFP’s: Selecting the Design-Builder
4
Basis for Selection
Various Procurement Processes
Single-Step Two - Step
Request for
Qualifications
Request for
Qualificat...
Single-Step Two - Step
Request for
Qualifications
Request for
Qualifications
Request for
Proposals
Request for
Proposals
Q...
Single-Step Two - Step
Request for
Qualifications
Request for
Qualifications
Request for
Proposals
Request for
Proposals
Q...
Basis for Selection
 Employ evaluation criteria that
are traditionally used for any
qualifications-based selection
 Owne...
Basis for Selection
Various Procurement Processes
Single-Step Two - Step
Request for
Qualifications
Request for
Qualificat...
WHAT IS IN A REQUEST FOR
QUALIFICATIONS (RFQ)
10
RFQ Contents
• Section 1. Background
• Section 2. Project Overview
• Section 3. Progressive Design-Build Services
• Sectio...
RFQ Attachments
• A: Definition of Terms
• B: Scope of Design-Builders Services
• C: Draft PDB Contract
• D: Project Backg...
Single and Two-Step RFQs
• Procurement Schedule
• Single-Step - includes
Project Approach and
Draft Contract Markup
• Eval...
Required Contents for Submission
• Section 1. Background
• Section 2. Project Overview
• Section 3. Progressive Design-Bui...
Required Contents for Submission
Design-Builder Profile
• General
• Legal Structure
• Project office location
• Financial ...
Required Contents for Submission
Project Team
• Organization
– Roles and
responsibilities of
all firms
– Organizational ch...
Required Contents for Submission
Experience
• Reference projects – number
specified by owner
• Three categories:
– Design
...
WHAT IS IN A REQUEST FOR
PROPOSALS (RFP)
18
Request for Proposals
• Used for both
Qualifications-based
selection and Best Value
selection
• RFP for Single-Step also
i...
RFP Contents
• Section 1. Background
• Section 2. Project Overview
• Section 3. Progressive Design-Build Services
• Sectio...
• A: Definition of Terms
• B: Scope of Design-Builders Services
• C: Draft Project Agreement
• D: Project Background Docum...
• Section 1. Background
• Section 2. Project Overview
• Section 3. Progressive Design-Build Services
• Section 4. Procurem...
• Transmittal Letter
• Executive Summary
• Project Approach
• Draft Project Agreement Markup
• Fee and Rate Proposal
• Upd...
Required Contents for Submission
Project Approach
• Can include discussion
on:
– How collaborative
relationship with the
O...
Required Contents for Submission
Draft Project Agreement Markup
• Allows proposers to
revisions to the contract
that would...
Required Contents for Submission
Cost Proposal
• Permitting, design, and
services during
construction
• Detailed breakdown...
Required Contents for Submission
Updated Qualifications
• Any proposed changes
to the SOQ
• Resumes of additional
personne...
EVALUATION CRITERIA
Evaluation Criteria and Scoring Methodology
28
Evaluation Criteria and Scoring Methodology
EVALUATION CRITERIA
• Fair
• Clear
• Transparent
• Pass/Fail
– Performance bon...
Evaluation Criteria and Scoring Methodology
Procurement
Approach
Document
Quals
BestValue
Design-
Builder
Key
Personnel
Or...
Typical/Suggested Scoring Methodology
Procurement
Approach
Document
Quals
BestValue Design-
Builder
Key
Personnel
Organiza...
DISCUSSION
RFP’s: Selecting the Design-Builder
32
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RFPs and RFQs: Selecting the Design-Builder

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CH2M Hill's Mark Alpert discussed the procurement process for design-build contracts at the American Water Works Association's ACE13 Annual Conference & Exposition.

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Transcript of "RFPs and RFQs: Selecting the Design-Builder"

  1. 1. 1
  2. 2. RFQs AND RFPs: SELECTING THE DESIGN-BUILDER Mark E. Alpert CH2M HILL June 10, 2013 2
  3. 3. Agenda • Procurement Processes – 1 step – 2 step • What is in an RFP? • Evaluation and Selection of Design Build firms 3
  4. 4. PROCUREMENT PROCESS RFP’s: Selecting the Design-Builder 4
  5. 5. Basis for Selection Various Procurement Processes Single-Step Two - Step Request for Qualifications Request for Qualifications Request for Proposals Request for Proposals Qualifications only “Best Value” Qualifications + Costs Request for Qualifications Request for Proposals Qualifications only “Best Value” Qualifications + Costs 5
  6. 6. Single-Step Two - Step Request for Qualifications Request for Qualifications Request for Proposals Request for Proposals Qualifications only “Best Value” Qualifications + Costs Request for Qualifications Request for Proposals Qualifications only “Best Value” Qualifications + Costs Single Step Qualifications Based Selection  If schedule is a critical driver  If maximum owner/design-builder collaboration is a priority  If Owner wants best- qualified design- builder, not just the lowest initial price  If state/local law allow qualifications only selection 6
  7. 7. Single-Step Two - Step Request for Qualifications Request for Qualifications Request for Proposals Request for Proposals Qualifications only “Best Value” Qualifications + Costs Request for Qualifications Request for Proposals Qualifications only “Best Value” Qualifications + Costs Single Step Best Value Selection  If schedule is a critical driver  If maximum owner/design-builder collaboration is a priority  If Owner prefers (or if state/local law requires) inclusion of cost as a selection factor 7
  8. 8. Basis for Selection  Employ evaluation criteria that are traditionally used for any qualifications-based selection  Owner able to conduct process efficiently  Reduces total time for procurement  Reduces cost of procurement  Reduces complexity  Potentially allows for a larger pool of qualified firms to participate  Allows price or costs to be considered with qualifications  Total cost of construction is not a factor  Typical cost considerations include: • Fixed fees or hourly billing rates for design and preconstruction services • Design-builder fee or markup percentage of allowable project costs • Fixed fees or billing rates for General Condition costs • Project Price for Best Value Fixed Price Approach Qualifications-based Selection Best-value Selection 8
  9. 9. Basis for Selection Various Procurement Processes Single-Step Two - Step Request for Qualifications Request for Qualifications Request for Proposals Request for Proposals Qualifications only “Best Value” Qualifications + Costs Request for Qualifications Request for Proposals Qualifications only “Best Value” Qualifications + Costs  Includes Project Approach  Potentially greater degree of project data provided with RFP  Qualifications only or best value 9
  10. 10. WHAT IS IN A REQUEST FOR QUALIFICATIONS (RFQ) 10
  11. 11. RFQ Contents • Section 1. Background • Section 2. Project Overview • Section 3. Progressive Design-Build Services • Section 4. Procurement Process • Section 5. SOQ Submission Requirements • Section 6. SOQ Evaluation and Selection • Section 7. Conditions for Respondents 11
  12. 12. RFQ Attachments • A: Definition of Terms • B: Scope of Design-Builders Services • C: Draft PDB Contract • D: Project Background Documents • E: Project Technical Requirements • F: Submission Forms 12
  13. 13. Single and Two-Step RFQs • Procurement Schedule • Single-Step - includes Project Approach and Draft Contract Markup • Evaluation criteria/weighting • Selection or short-list 13
  14. 14. Required Contents for Submission • Section 1. Background • Section 2. Project Overview • Section 3. Progressive Design-Build Services • Section 4. Procurement Process • Section 5. SOQ Submission Requirements • Section 6. SOQ Evaluation and Selection • Section 7. Conditions for Respondents 14
  15. 15. Required Contents for Submission Design-Builder Profile • General • Legal Structure • Project office location • Financial condition • Performance bonds • Insurance • Material adverse changes in financial position • Legal proceedings • Completion of contracts • No violation of laws • Not debarred from bidding Provides General, Legal and Financial Information Concerning the Design-builder 15
  16. 16. Required Contents for Submission Project Team • Organization – Roles and responsibilities of all firms – Organizational charts • Key Personnel – Roles and responsibilities defined if other firms on proposing team – Resumes Describes Key Personnel And Additional Firms Organization • Roles and Responsibilities • Resumes 16
  17. 17. Required Contents for Submission Experience • Reference projects – number specified by owner • Three categories: – Design – Construction – Design-build • Information provided for each project: – Name of owner – Year started and completed – Owner reference and contact information • Information provided for each project: – Firms and key personnel that participated in the project – Description of the project • One–page summary table to cross reference the projects with project team (firms and key personnel) Provides Detailed Information on Relevant Design, Construction, Design-Build Projects Including Safety 17
  18. 18. WHAT IS IN A REQUEST FOR PROPOSALS (RFP) 18
  19. 19. Request for Proposals • Used for both Qualifications-based selection and Best Value selection • RFP for Single-Step also includes requirements outlined in Single-Step RFQ 19
  20. 20. RFP Contents • Section 1. Background • Section 2. Project Overview • Section 3. Progressive Design-Build Services • Section 4. Procurement Process • Section 5. Proposal Submission Requirements • Section 6. Proposal Evaluation and Selection • Section 7. Conditions for Respondents 20
  21. 21. • A: Definition of Terms • B: Scope of Design-Builders Services • C: Draft Project Agreement • D: Project Background Documents • E: Project Technical Requirements • F: Price Proposal Form RFP Attachments Not used if “Qualifications Only” selection 21
  22. 22. • Section 1. Background • Section 2. Project Overview • Section 3. Progressive Design-Build Services • Section 4. Procurement Process • Section 5. Proposal Submission Requirements • Section 6. Proposal Evaluation and Selection • Section 7. Conditions for Respondents Required Contents for Submission 22
  23. 23. • Transmittal Letter • Executive Summary • Project Approach • Draft Project Agreement Markup • Fee and Rate Proposal • Updated Qualifications Required Contents for Submission Not used if “Qualifications Only” selection Not used in Single-Step process 23
  24. 24. Required Contents for Submission Project Approach • Can include discussion on: – How collaborative relationship with the Owner would be established – How the design and construction processes will interface – Critical work components for success – The process for GMP development • May include discussion on approach to: – Communications with owner and stakeholders – Quality management – Risk management – Adherence to the GMP and schedule 24
  25. 25. Required Contents for Submission Draft Project Agreement Markup • Allows proposers to revisions to the contract that would more efficiently allocate: – Risk – Improve parties understanding of risk allocation – Improve clarity • Owner is not obligated to accept any of the suggested revisions Provides a Description and Discussion of the Rationale for Proposed Revisions to the Draft PDB Contract 25
  26. 26. Required Contents for Submission Cost Proposal • Permitting, design, and services during construction • Detailed breakdown of cost of construction including self- performance, subcontracts, vendors, and general conditions • Professional fees • Markup on direct cost of construction • Direct cost of construction – Subcontracts – Vendors – General Conditions • Bonds and Insurance 26 Best-value (Fixed Price) Best-value (GMP)
  27. 27. Required Contents for Submission Updated Qualifications • Any proposed changes to the SOQ • Resumes of additional personnel proposed • Proposed changes subject to acceptance of owner Confirm Prior SOQ and Describes Any Changes to Project Team or Key Personnel and Explains Reason for Change 27
  28. 28. EVALUATION CRITERIA Evaluation Criteria and Scoring Methodology 28
  29. 29. Evaluation Criteria and Scoring Methodology EVALUATION CRITERIA • Fair • Clear • Transparent • Pass/Fail – Performance bond – Net worth – Material adverse conditions – Licensing and registration – Design experience – Construction experience – Design-build experience – Safety record Should be Designed to Select a Design-Builder with the Highest Probability of Achieving an Owner’s Project Objectives 29
  30. 30. Evaluation Criteria and Scoring Methodology Procurement Approach Document Quals BestValue Design- Builder Key Personnel Organization, Management and Safety Project Approach Cost /Fee & Rate Proposal RFQ 1200 X l l l l RFP 1300 X l l l l l RFQ 1400 X l l l RFP 1500 X l l l l l RFP 1500 X l l l l Experience and capabilities Two - Step Single-Step Evaluation Criteria 30
  31. 31. Typical/Suggested Scoring Methodology Procurement Approach Document Quals BestValue Design- Builder Key Personnel Organization, Management and Safety Project Approach Fee & Rate Proposal RFQ 1200 X 40% 30% 15% 15% RFP 1300 X 30% 20% 15% 15% 20% RFQ 1400 X 40% 40% 20% RFP 1500 X 30% 20% 15% 15% 20% RFP 1500 X 40% 30% 15% 15% Experience and capabilities Two - Step Single-Step Evaluation Criteria 31
  32. 32. DISCUSSION RFP’s: Selecting the Design-Builder 32
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