Understanding Caltrans Request For Qualifications Process 1

A & E Consultant Contract Process 2

Course Overview: Before You Start Transmittal Letters/Goal Documentation SF330 Part I: Sections A through H Part II: General Information Sections 3 through 6 Red Team Review Presentation and Delivery Tips to Remember Questions and Answers 3

Before You Start Instructions from the RFQ – READ THEM Always check Caltrans website for latest Statement Of Qualifications (SOQ) Submittal Instructions  Paper Size – 8 ½ x 11 (except organizational chart)  Font Size – minimum of 8 pt (except organizational chart) 4

Before You Start Instructions for Standard Form 330 (Handout No. 1)  Understand what each form requires and have a system in place for capturing the required information early on Primes should contact Subs early, be specific in their request and provide them with a sample SF330 template in Word format  Subs may prefer to use templates customized with their company colors 5

Before You Start Primes - set due date to receive information, allowing subs time to prepare documents and primes time to review changes, if needed  Subs - confirm receipt of submittal request Primes - know the role(s) they want the sub to fill so that documents can be tailored accordingly 6

Transmittal Letters/Goal Documentation Prime transmittal letter  Limited to three pages on company letter  List all subs and percent used  Signed by the person authorized to obligate firm  Disclose former Caltrans employees listed on the organizational chart, including: o Individual’s full name o Separation date from Caltrans o Functional responsibility during the last 24 months with Caltrans  Addenda acknowledgement, if applicable 7

Transmittal Letters/Goal Documentation Subs transmittal letter-on letterhead  Limited to one page  State commitment to prime  Indicate specific portion of work  Submit to prime’s Principal-In-Charge  Use address closest to project location  Signed by person authorized to obligate firm 8

Transmittal Letters/Goal Documentation Goal Documentation  Disadvantaged Business Enterprise (DBE) o Federally-funded, 13.5% annual program participation goal o 6.75% race neutral – 6.75% race conscious o Contract goals limited to Underutilized DBEs (UDBE); African American, Native American, Asian Pacific American and Women o All DBE participation is counted toward the race neutral portion of the overall DBE goal o Forms: ADM227F-DBE/UDBE Participation, AMD312F-UDBE GFE Documentation ( Handout Nos. 2 and 3, respectively ) 9

Transmittal Letters/Goal Documentation  Disabled Veteran Business Enterprise (DVBE) o State-funded, at least 3% annual program participation goal o Standard Form 840 (Handout No. 4) 10

Standard Form 330: Part 1 Required documents  Section A-C: Contract Information  Section D: Organizational Chart  Section E: Resumes  Section F: Projects  Section G: Key Personnel Participation in Example Projects  Section H: Additional Information 11

Section A-C: Contract Information Part A - to be completed by Prime Part B and C – Sub information List address closest to project Verify whether office is HQ List your role(s) in the contract as provided by the Prime 12

Section D: Organizational Chart Section D is required of primes only Organizational chart should show clear reporting relationships and include all roles required for scope of work Roles on organizational chart should be identical to roles on resumes 13

Section E: Resumes Be selective in choosing the right individuals for the project Limit five (5) projects, not to exceed two (2) pages List project features, role and responsibility of individual “Role” is the role of key personnel specific to the project Years with current firm: Don’t use fractions Note the difference between the completion date of your services vs. completion date of construction 14

Section F: Example Projects Ten projects maximum, one per page, including photos Feature a combination of prime and sub projects Verify reference information is current Similar in scope and size Select projects on which key personnel have worked 15

Section G: Key Personnel Goal: Multiple “Xs” in Section G Team members and team projects should match Subs: Increase your teaming experience Primes: Increase the number of small firms with which you sub-contract; stronger G 16

Section H: Additional Information Demonstrate your understanding of the project requirements and scope Highlight past performance/relevant experience of firms and key team members Include photos of similar work Primes – Limited to four pages Subs – Limited to two pages Section I: Must be signed by an authorized representative 17

Section 3: Staff Availability Prime must submit a table or graph, i.e., bar or pie chart, showing the percentage of available team members 18

Section 4: Communication Plan Primes must show accessibility of the team by providing a communication plan that outlines the chain of command including after hours and emergency situations that may arise 19

Section 5: Work Force Analysis Chart Required for primes and subs employing 50 or more employees Firms with fewer than 50 employees must submit a statement on company letterhead to be exempt from this requirement 20

Section 6: Nondiscrimination Plan Primes and subs with 50 or more employees must provide a description of the firm’s nondiscrimination program A prime or sub with fewer than 50 employees must submit a statement on letterhead to be exempt from this requirement 21

Red Team Review Red Team – fresh set of eyes  Team of 2-4 people  Check for accurate and relevant content  Conveying the right message  Check for grammatical errors  Check for compliance 2-day “Pens Down” Rule – separates writing and production; timely proposal completion 22

Presentation and Delivery Professional Appearance  Write concisely; entire proposal should appear as if it were written by one author  Free from grammatical errors  Clearly label cover: client and project name, SOQ No.  May incorporate firm and client’s colors into cover/proposal design  Include tabbed sections to easily find information 23

Presentation and Delivery (Cont.) Get the SOQ where it needs to go! Caltrans requires two delivery locations, usually with a different number of copies Make sure the right number of copies gets to the right location Plan well in advance for your delivery method and time – don’t wait until the SOQ is complete Hand delivery is the safest method, when feasible 24

Tips to Remember Download the most current Caltrans documents when the RFQ hits the streets Check website for addenda (Caltrans and BidSync) Develop a process of completion/schedule Demonstrate that you are both a responsive and responsible bidder  Package is compliant and meets all terms in the RFQ  Package is accurate and relevant to the scope of work and showcases your ability to successfully complete the contract 25

Tips to Remember Always triple check for grammar, compliance and completeness Ensure your SOQ is delivered on time Incorporate feedback/”lessons learned” into your SOQ 26

Questions and Answers Thank you! 27