City of Ottawa, NCHCA & CEO 2017 Education Series Contractor Pre-Qualification The City’s Perspective February 24, 2017 By: Bruce Kenny, P.Eng.

Background of Pre-Qualifications at the City of Ottawa Since 2012 at total of 25 projects included Pre-Qualifications Includes Parks, Buildings, Right-Of-Way projects and major infrastructure builds ROW works general involved bridges and pumping stations Prior to 2012, pre-qualifications have been used on a project by project basis Post tender opening “qualifications” included in most projects (D-028)

Objectives of Pre-Quals Allows the City to enter a project with increased confidence in the ultimate delivery of the project On budget On schedule Without incident (public, political, safety ect…) To a high quality standard To reduce project risks while maintaining healthy competition

What triggers Pre-Qualifications Project Complexity Technical complexities (structural works) Operational complexities (working in active systems) High risk if not completed as intended Operational risks Financial risks (interferes with other project deliveries) Reputational Risks – reduces confidence in the City’s ability to deliver critical service

Qualifications Contractually applied through Special Provision D-028 Requires contractors to provide company and staff experience Subjective in that it does not include regimented marking scheme. Managerial approval with consultation with Supply Branch 24 hours for submission of qualifications Recommendations > if relatively new to delivery of similar projects then be prepared to submit on a short timeline

Special Provision D-028 (Excerpt)

Typical Requirements Firms Experience and projects Project Manager and key team members experience Financial capability to undertake the work * Project organizations and command structure – org chart Cost control management capabilities Quality control capabilities, safety record Project specific skills – innovation, change control, enviro, accessibility ……

Pre-Qualification Document (Excerpt)

Lessons Learned Preparation – ensure requirements meet objectives without unnecessarily restricting competition. Be cautious of the marking scheme weighting Submission Contractor submissions less sophisticated than consultant counterparts Provide general info without appreciation for marking scheme – use marks to gauge content When very similar work has not been performed .. Need to clearly explain transferable skill sets Read the requirements carefully and ensure they are addressed Questions often not forthcoming – clarifications can resolve issues

Joint Ventures and Strategic Partnerships More difficult to evaluate – require additional effort to explain capabilities and organizational competence Helps if firms have previously worked together successfully Command and control structure needs explanation. Somewhat disadvantaged in that explanation uses up allotted pages – need to reduce uncertainty

Going Forward Qualifications and Prequalification will continue to be a component of City procurement strategy Submissions are becoming more standardized and will be less onerous due to repetition Debriefs important for unsuccessful firms to improve on subsequent submissions