1 Technical Assistance - PTAB Selecting and Hiring the Design Professional Dave Maxwell, P.E. Chairman, New Mexico Professional Technical Advisory Board Chief Executive Officer, Engineers Inc

Professional Technical Advisory Board (PTAB) State Law requires that design professionals be hired through a qualifications based selection (QBS) process for public works projects. PTAB assists communities in selecting and hiring design professionals through the QBS process 2

Why Use QBS to Select Design Professionals? Streamlined Project Delivery Lower Life Cycle Costs Satisfied Constituents Satisfied Stakeholders Satisfied Regulators Securing Project Funding 3

Owner Manual for Qualification-Based Selection Path 1. NMED Web-Site 2. Programs 3. Construction Programs Bureau 4. Professional Technical Advisory Board 5. PTAB Manual – Word Doc Download

5 The QBS Process STEP 1 The general scope of work is identified. STEP 1 The general scope of work is identified. STEP 2 The selection time frame is established. STEP 2 The selection time frame is established. STEP 3 The Request for Proposals is developed and published.Request STEP 3 The Request for Proposals is developed and published.Request STEP 4 A pre-proposal meeting and tour may be held to answer all questions at one time. STEP 4 A pre-proposal meeting and tour may be held to answer all questions at one time. All firms are informed of their rating and ranking. STEP 6 A short list of firms to be interviewed is determined. (if necessary) STEP 6 A short list of firms to be interviewed is determined. (if necessary) STEP 7 Interviews are conducted and the firms ranked for selection. STEP 7 Interviews are conducted and the firms ranked for selection. STEP 8 *Negotiations are conducted relative to scope, services, fee and payment schedules. STEP 8 *Negotiations are conducted relative to scope, services, fee and payment schedules. A contract covering the negotiated items is executed. A contract covering the negotiated items is executed. All firms involved receive post- selection communication. All firms involved receive post- selection communication. STEP 5 Proposals are received and evaluated. *If an agreement cannot be reached with the top ranked firm, negotiations are ended and negotiations begin with the second ranked firm, and so on down the list until an agreement is reached or new RFP issued.

Assignment of Professional Technical Advisor (PTA) Contact Dawn Tibbets, PTAB Administrator at: Phone: Fax:

Important Aspects of Requests for Proposals (RFP) Project Description Evaluation Criteria Compliance with State Law 7

Project Description Overview of System Problems (Symptoms) Being Corrected Project Scope What is Desired from the Professional What is the Desired Time Frame for Completion 8

Project Description – Poor Example The Small Communities MDWCA wants to hire an Engineer for water system improvements. 9

Project Description – Good Example The Small Communities MDWCA (Association) was organized in 2002 to assist property owners south of Big Town including the unincorporated villages and subdivisions of Richardson, Johnson, King, Caruthers and Anaya. The current number of homeowners in and near Richardson is approximately 85 families. However, the service area will be larger and divided in phases according to need, community interest and commitment, eventually including approximately 185 families. Currently we are all on individual or shared domestic wells. 18 wells have gone dry in the last 4 months. The Association wishes to obtain the services of a Professional Engineer to provide planning, design and construction management services to construct a public water system. Assistance with determining and securing water rights is also needed. Proposal must include information that demonstrates the offeror’s ability to provide planning, design and construction management services for rural New Mexico water systems, ability to assist with water permits and paperwork, study of water availability, experience with funding agencies in our state, experience with regional collaboration, and knowledge of New Mexico Drinking Water Regulations, specifically ground water sources. 10

Evaluation Factors – Poor Example Specialized planning design and technical competence Capacity and capability Past record of performance Familiarity with the contracting agency Current volume of work with the contracting agency that is less than 75% complete The amount of design work to be done in New Mexico 11

12 1. Specialized planning, design and technical competence with rural communities. The consultant shall include a list of the last three projects of a similar nature with telephone contact information. The examples should describe the difficulty of operating and maintaining the facilities designed by the consultant. 2. Experience with assisting MDWCAs in obtaining project funding. The consultant shall describe at least three projects and provide a description of the assistance provided 3. Capacity and capability of the consultant to perform the work within the communities timeframe. The consultant shall provide a summary of the project approach and schedule for the work. Include resumes of the project personnel that will be assigned to this work and actually be working on the project for the duration. List team members % of time devoted to this project 4. Past record of performance on the three similar projects itemized in Item #1 above, including the record of engineer's construction estimate versus actual bids and non-client initiated change orders. Also include a record of contracted versus actual delivery dates for study and design deliverables. 5. Proximity to or familiarity with the community's needs. The consultant should include a summary of their understanding of the problems and alternatives for this project. 6. Current volume of work with the community that is less than 75% complete. The consultant must provide a list of all work in progress with the community, including the dollar amount of the contract and the percentage complete. Example of Optional Item

Other Evaluation Factors to Consider Plan for Project Management and Communications Plan for Quality Assurance/Control Experience/Familiarity with Project Stakeholders Experience and Approach for Handling Construction Claims Experience with Start-Up and Operation of Facilities Experience with Public Involvement 13

Why Hire Design Professional Before Seeking Funding? Adequately defined scope Adequate estimate of costs Realistic Project Schedule Confidence of Funding Agencies 14