The Port of New Orleans - As-Needed Consultant Selection Process for Professional Services June 9, 2016

Consultant Selection Process - Regulations Section 3-Engineering and Other Consultants Section 6-Extreme Public Emergency Board’s By-Laws Article VIII Specifically for Engineering, Construction, and Related Professional Services Note: La. R.S. 38:2318.1 requires selection of design professional services on the basis of competence and qualifications where price is not a factor in selection, i.e. no bidding for design professional services Board’s Port Development Division Directive No. 9 For procurement of goods, administration of contracts Bid process for public works contracts under La. R.S. 38:2211-2296 Board’s Purchasing Policy Manual for Contract Administration (June 2013)

Standard Form: DOTD 24-102 as modified for the Port of New Orleans Form required for the RFQ process. Fill out all sections 1 - Make sure to check which projects submitting for 4 & 5 – Do not need names, but type and numbers 8 – Answer both parts 9 – Complete all parts – especially the percentage and certification 10 – An organizational chart will work 11 – Under “g” – list work RELEVANT to the proposed work and DOMICLE 12 – Again - list work RELEVANT to the proposed work (Note – only 5 max) 14 – NEW - Value of Contracts with the Port of New Orleans within the past 24 months. This includes work as prime and as a sub (there is a box for each). 16 – FAILURE TO SIGN ITEM 16 WILL RENDER THE RFQ NON- RESPONSIVE

CRITERIA FOR RFQ EVALUATIONS (Note that criteria may change for specific RFQs and criteria to be used are identified in the RFQ) For Statements of Qualifications: Experience in the type of work, weighted factor of 5 Staffing and support personnel, weighted factor of 5 Professional reputation and business stability, weighted factor of 5 Local representation, weighted factor of 2 SBE/DBE participation, weighted factor of 2 Prior contract history, weighted factor of 2 New Opportunities, weighted factor of 3 Knowledge of local conditions, weighted factor of 3 Each Evaluation Committee Member assigns a score of 1 to 5, which is multiplied by the weighted factor. Ranking is based on sum of scores. Example, highest total score is ranked #1 by that evaluator. Evaluation Committee Member rankings are combined. Example, lowest total of the rankings by each evaluator is ranked #1 by the Committee.

Factors in Evaluating Qualifications Criteria   Experience in Type of Work Staffing & Support Personnel Professional Reputation & Business Stability Local Representation DBE/SBE Participation Prior Contract History New Opportunity Knowledge of Local Conditions Ratings: 5 Excellent Key personnel within 60 miles >75% No work as prime or sub in last 2 years 4 Very Good Key personnel within 120 miles Between 51% and 75% Work as sub in last 2 years under $50k 3 Good Key personnel within 240 miles Between 31% and 50% Work as sub in last 2 years over $50k 2 Fair Key personnel within 360 miles Between11% and 30% Work as Prime in last two years under $50K 1 Poor Key personnel within 500 miles Between 1% and 10% Work as Prime in last two years under $200K None Key personnel beyond 500 miles 0% Work as prime in last two years over $200k

Request for Proposals - RFP Request for Proposals sent to three – five of the highest ranking SOQs Employees must have or be able to obtain Transportation Identification Worker Credentials (TWIC) Written Proposal – One original SPIRAL bound proposal and four SPIRAL bound copies (and one flash drive with all documents) Fee Proposal – Opened after scoring is completed Presentation – if requested

Written Proposal – One original SPIRAL bound proposal and five bound copies Forms: Commitment to Assign Identified Resources Form (Form CAIR) Key Personnel Information Form (Form KPI) Named Sub-consultants Form, if any will be used (Form NS) Letter of Sub-Consultants Intent Form, if any will be used (Form LSI) Following section consisting of brief written descriptions: Summary of directly related experience – both consultant and sub-consultants Any client reference letters – limit of three An indication of ability of PM and key personnel providing presence in the NO area during contract Conceptual plan of action PONO SF 24-102 forms for all firms listed – include DBE/SBE certifications Description of skills, knowledge and experience directly related to the Scope of Work that indicated knowledge of local conditions Summary description indicating understanding of the Scope of Work and ability to meet Board’s schedule

Fee Proposal – One original due with the Written Proposal – no copies needed Completed Fee Rate Schedule Form Sealed Envelope marked “Fee Proposal” Name of Prime Consultant indicated on outside Separate from the Written Proposal

Presentation and Interview with the Consultant Evaluation Committee Encouraged to use Powerpoint presentation. Projector, screen and laptop are available Interview intended to be an opportunity for the Consultant/Team to present how they best meet the criteria that is the basis for final evaluations. Maximum of 45 minutes with additional 15 minutes for questions 15 minute period prior to presentation for setup Six printed color copies of presentation submitted at time of presentation. Key individuals: Lead Project Manager Lead engineer or engineers Lead specialists

After the RFP The Board awards contracts at its monthly public meeting, generally at 11:00 a.m. in the auditorium of the Port Administration Building. Written notification of the award will be issued by Ms. Dunn after the Board meeting. No information regarding the award will be given prior to the Board’s action, however the Board’s agenda for the meeting at which an award will take place will be sent to the firms submitting proposals prior to the Board meeting. After award: Staff negotiates contract terms, conditions, rates, time schedule Legal and Risk Management departments review contract and approve for CEO to execute contract.

Do’s and Don’ts Do’s Include SBE/DBE certifications List complete domicile on resume – City, State Include only relevant data Submit Spiral Bound Include signed PONO SF 24-102 for all sub-consultants listed Emphasize those employees that will be involved in production work Don’ts Over generalize experience Provide copies of certifications on anything beyond SBE/DBE Assume – if you have a question – ASK IT! Plan to turn in at last possible moment

What’s coming Board is in the process of reviewing and awarding a total of 17 As- Needed Consultant contracts for FY 17 – FY19: ($100k - $500k) 2 – Bridge Engineering – Award at June Board meeting 1 – Bridge Inspection – Award at June Board meeting 3 – Civil Engineering 1 – Mechanical/Electrical Engineering 1 – Geotechnical Engineering 3 – Construction Management 2 – Project Management 1 – Surveying – RFP released 6/10/16 1 – Materials Testing – RFP released 6/10/16 1 – Traffic Engineering 1 – Feasibility Studies Additional RFQs and RFPs for project specific work where estimated consulting value is over $250k