Consultant Selection Missouri Local Programs How to Evaluate Consultant Proposals, Complete the Rating Sheets & Make a Selection

Consultant Rating  Collect all letters of interest and statements of qualification after RFQ expires.  If less than 3 letters are received then consider re-advertising.  Consider inviting MoDOT District Representative to rating and scoring meeting.  Identify LPA staff who will rate/score the consultants. –Use two or more people to rate/score the consultants.  Discuss the advertised scoring criteria and how it will be applied to the ratings. Although individual scores will vary, it’s important to be consist in the thought process. –Each LPA staff member should rate independently, then collaboratively decide an overall score or simply average the individual scores. –Only criteria that was in the advertisement can be used in the scoring process and the weighted values associated with them.

Consultant Rating Cont.  List and rate ALL firms that submitted letters of interest. –There is an example rating sheet located at: Fig Consultant Selection Criteria. –This form can be customized to account for additional approved rating criteria if necessary. –Consider contacting surrounding LPA’s and/or the consultants references to get feedback for consideration. –Provide brief written explanation of how the scores for the top firms were determined.  Short Listing –If you receive more than 10 interest letters and statements of qualifications you may short list to your top 3 – 5 firms –All firms must still be reviewed & considered, and you must document why firms were shortlisted (or not shortlisted) in your documentation. –Shortlisted firms must be rated.

Common Non-Compliance Findings for Consultant Ratings  These practices can result in loss of funds –Scoring 100% or 0% in every category. –Several firms score exactly the same. –Inconsistency in rating numbers ex: extreme variances between ratings. –Same consultant being hired for the majority of projects with the LPA. –Primary reason for selecting a consultant was based on their location. –No supporting documentation (written text indicating how the scores were obtained)

Consultant Selection  Determine the most qualified consultants.  Consider interviewing at least 3 of the top rated firms (optional) –Use scripted questions for each firm. –Document discussion for each firm interviewed.  Discuss & Select the most qualified firm. –Review discussion documentation for each firm. –LPA will need to provide MoDOT a description of why the top firm was selected.

Consultant Selection Cover Letter Completion  Use EPG Fig to ensure the following: –The project was solicited for 14 days or more on the MoDOT internet webpage –A Statement of Qualifications are on file or was received for all consultants submitting a Letter of Interest as required by the Brooks Act –An Affidavit of Compliance in the Federal Work Authorization Program and a copy of the E-Verify Memorandum of Understanding is included in the project file, as required by Code of State Regulations 15 CSR copies are enclosed for your use

Consultant Selection Cover Letter Completion Cont. - All consultants submitting a Letter of Interest were considered based on the criteria listed in the Brooks Act. The consultant rating sheet is included in the project file. - Management Representation and Certification form(s) received from the prime and sub-consultants if the firms are not listed on the Approved Annual Financial Pre- Qualification List - DBE requirements have been met and are shown in the contract.  Submit cover letter and all supporting documentation to MoDOT

The End! Thank You!!