1. Professional Services Collaborative Forum July 14, 2016

2. Introductions Concerns with last idea: -Confidentiality concerns
- Conflict of interest concerns
-Capacity

3. Update: New PS Contract Requirements, Scoring System, and Enforcement
Roll out date: July 26
Introduction to the system and requirements webinar on 7/26 from 1-2:30pm
Register to receive the link to join the webinar by clicking on the event at Connect2DOT.org/event-calendar-list
Concerns with last idea:
-Confidentiality concerns
- Conflict of interest concerns
-Capacity

4. This is a Simplification
For example, we are moving from this:
To this:
Concerns with last idea:
-Confidentiality concerns
- Conflict of interest concerns
-Capacity

5. If you are nervous about B2G...
Don’t be!
Firms will not be using the B2G system during SOI submission
We Will Arm You With Knowledge:
We are offering trainings, on-demand instructional videos, and step-by-step user manuals.
The system will your track participation (Yes! It will be visible to you!). This process streamlines the process and we did a lot of research. Firms who use B2G with other states/agencies really love its capabilities.

6. Update: Central 70 Project
Concerns with last idea:
-Confidentiality concerns
- Conflict of interest concerns
-Capacity

7. Update: Forum Progress
Concerns with last idea:
-Confidentiality concerns
- Conflict of interest concerns
-Capacity

8. As a direct result of these forums, we have had the following direct impact since January:
Civil rights observes selection panel
New PS scoring system, contract terms, and enforcement
Contracts working on consultant calendar and hosted a pre-meeting for selected consultant contracts

9. Results of Topics Survey
Design Calendar & Pre-Meeting (93%)
SOI & Scoring (72%)
Meet the Engineers (71%)
MPA & Financial Prequalification (65%)
Identifying Opportunities at CDOT (57%)
Goal Setting Process & GFE (50%)
CDOT Exposed! (50%)
Nuances of CDOT Regions (42%)
Megan
Percentage of respondents saying it was interesting or very interesting

10. Please give us feedback about the forum...

11. Engineering Contracts
CONSULTANT SELECTIONS:
RFPs, SOIs, and Panel Evaluations
for A&E Contracts

12. Background: Qualification Based Selections
•Selections for Architecture and Engineering Consultants are based on qualifications only
•This selection method is required by State and Federal statute

13. Brooks Act Requirements
Statutory Requirements Include:
•Public Announcement (Ad)
•Evaluation by a panel of subject matter experts
•Selection Based on Competence and Qualifications
•Discussion, Selection, & Ranking of at least 3 Firms

14. Qualification Based Selections: Considering Price
Price may NOT be considered in selection, but is considered through:
•Master Pricing Agreements
•Comparison to Independent Cost Estimates (ICE)
•Negotiation of Fee

15. Selection Panels Panel must be at least 3 subject matter experts
Must include at least one PE III (usually Program Engineer)
Generally also include the Project Manager and/or Resident Engineer and may include a member of a specialty group
Local agencies may participate if appropriate and approved by the Chief

16. Requests for Proposals (RFPs)
Projects are typically advertised in three places:
•Denver Daily Journal
•The Business Page on the CDOT Website
•CDOT Vendor Portal (RFx)
(The website and RFx will include all relevant attachments)

17. SOI Instructions •May Vary from RFP to RFP
•Includes SOI Acceptance requirements
•Includes all scoring factors that will be evaluated

18. Scoring Factors: Panel Evaluations
Panel scoring is (generally) broken into 2 categories:
Statement of Interest: Project Team, Prime Capability, Past Experience, Location
Work Plan: Project Goals, Project Control, Project Concept, Critical Issues

19. Panel Evaluation, Part I: Scoring
•Panelists receive scorebooks for each applicant
•Scoring is on a scale of 1-5 in each category
•Panelists must not discuss their scoring with anyone else, including the other panelists

20. Scoring: Things to Watch For
•Proof-read documents
•Show “partnering” with CDOT
•If a scoring factor is addressed in the Scope of Work (e.g. Project Goals or Critical Issues), include what’s listed
•Don’t stray too far from the Scope of Work
•Demonstrate how a similar experience applies

21. Panel Evaluation, Part II: The Short-list Meeting
•Panelists discuss scores for each category
•Any substantial variances in scores must be discussed and explained
•Scores are locked in before the final factors are added in and total scores are revealed

23. Short-list Meeting (Continued)
The teams are ranked by their composite scores and either:
A) the top team is then recommended for selection; OR
B) the top 3 teams are selected to go to interview

25. Panel Evaluation, Part III: Interview
•About 2 weeks to prepare
•One hour long
•30 minutes are for prepared presentation
•30 minutes for Q&A with panel
•Interviews count for 20% of the final score

26. QUESTIONS
If you have questions about the process after today, please call us:
Kyle Dilbert, Engineering Contracts Manager:
Marguerite (Maggie Molinas), Lead Contracting Officer:

27. CDOT Contracts Department
Update on pre-proposal meetings and anticipated needs calendar
Kyle & Maggie

28. Upcoming Events July 19: Capability Statement Workshop (Golden)
July 26: New CDOT Professional Services Contract Terms & B2G Compliance System (Webinar)
July 28: Day at the DOT (Denver)
July 28: Kiewit Networking Dinner and Subcontract Agreement Workshop (Denver)
August 1: ACEC Golf Tournament (Golden)
August 9: CDOT Central 70 Subcontractor Series (Webinar)
Sept. 26: CDOT Construction Forum (Denver)
Oct 13: CDOT PS Forum (Denver)
Cathy

29. Comments & Questions: Connect2DOT.org/stay-connected/cdotcf Megan
Connect2DOT.org/stay-connected/cdotcf
Megan
Specific questions you have about these topics (previous slides)
To submit comments, questions, or suggested agenda items