1. S PEAKER : A LLAN Y U, S ENIOR T RANSPORTATION P LANNER S UMTER C ITY -C OUNTY P LANNING D EPARTMENT S UMTER, SC August 3, 2015

2. What is the difference between Wisdom and Knowledge? Who can tell me the difference in less than 7 words?

3. Wisdom is the application of knowledge Today’s lecture is the application of what you read of Chapter 13 “Role and Selection of Consultants” of your text book. We are going to have a case study and learn how the City of Sumter selected consultant for transportation planning work and you will see some of the principles that you learn from the text book in the case study. So, the topic for today is “How to Select Consultant (Architect-Engineer) Services For Federally Funded Projects “

4. Engineering Management Civil & Environmental Engineering CIVL 411 Case Study The Sumter Urban Transportation Study (SUATS) is a Metropolitan Planning Organization (MPO) and is a part of Planning Department of Sumter. SUATS has received federal planning grant from the Surface Transportation Planning Program each year in an approximately $300,000. The federal fund is apportioned to the MPO by the SCDOT Guideshare. In 2014, Federal Highway Administration (FHWA) has hired a consultant to conduct Household Travel Survey (HTS) nationwide for the future transportation demand forecast. $56,000 of planning (PL) fund would be taken out from the Guideshare for the HTS. However, the Policy Committee (Politicians) of SUATS voted against such survey. Instead, $56,000 would be used for local Sumter planning study. The residents of Sumter Historic District have complained about the speeding along the Historic District corridor. The City of Sumter decided to use $56,000 of the federal PL fund to hire consultant to conduct a traffic calming study.

7. How to Select Consultant (A-E) Services For Federally Funded Projects RFQ or RFP? START FHWA/SCDOT/SUATS Policy Committee approval for the traffic calming Study RFQ ? No Start RFP Process Yes Draft RFQ (Scope of Work) Submit consultant selection Package to FHWA/SCDOT for approval

8. Is the Package approvable ? Yes No Advertise it @ SCBO and form Evaluation Board Received responses From candidates Evaluation Board score Candidates according to Criteria

9. Only One Candidate Got the highest Score? No Yes Negotiate Contract price With Selected Candidate Sign Contract END

10. RFQ Consultant Services Selection Process Start SUATS received approval from FHWA, SCDOT and Policy Committee to use PL fund for Historic District Traffic Calming Study

11. RFQ ? No Start RFP Process Yes Draft RFQ (Scope of Work) Submit Consultant Selection Package to SCDOT/FHWA for approval

12. RFQ vs. RFP What are the differences? Request for Qualifications Describes the Scope of Work Identifies budget Does not ask the consultant’s price for performing the work Lists evaluation criteria for submitters in the Scope of Work Requests the firm to submit its qualifications for the work by certain date and time May require an approach statement Request for Proposals Describes the project goals and work to be undertaken Asks for a scope of work from the consultant to accomplish the work Requests personnel assignments, a cost estimate and schedule

13. Draft Scope of Work Introduction Background Purpose of the Project Services To Be Provided 1. Evaluation of Existing Conditions 2. Problems Analysis 3. Development of Potential Solutions 4. Identification of Final Alternatives 5. Public Meetings Services and Information to be provided by the City Schedule and Resources RFQ Guidelines 1. Executive Summary 2. Consultant’s Background 3. Project Statement 4. Proposed Work Program 5. Schedule 6. Resource Summary 7. Staffing 8. Past Projects 9. References

14. Draft Scope of Work—Continue Evaluation Criteria (Federal Acquisition Regulations, FAR, Section 36.602-1(a)) 1. Responsiveness to the requirements of the RFP (30%) 2. Completeness and general quality of the written submittal (organization, format, understandability, soundness of methodology.) (10%) 3. Composition and expertise of the consultant team, including specific individuals who will perform the work and the time to be spend by each. (10%) 4.Demonstrated recent experience reflecting the type of work, quality of work and ability to complete work within budget and schedule. (10%) 5. Demonstrated experience and skill in designing traffic calming techniques. (30%) 6.Demonstrated experience and skill in working with City Staff and community groups. (10%) Forgot the DBE!! ! Project Coordinator Allan Yu, Senior Transportation Planner, (803) 774-1612, ayu@sumter-sc.comayu@sumter-sc.com Submittal of Qualifications Please deliver 5 copies of the completed submittal by 4:00 PM EST on Friday, March 20, 2015 to City of Sumter Alice C Bailey, Purchasing Manager 21 North Main Street PO Box 1449 City Hall/Opera House Sumter, SC 29150

15. Consultant Selection Package SUATS MPO Policy Committee approval (agenda and minutes) UPWP (unified Planning Work Program) revised to reflect the traffic calming study in one of the tasks of the work program Scope of Work (draft copy) (RFQ)

16. Is the package approvable? Yes No Advertise @SCBO and Evaluation Boards formation

20. Evaluation Board Who are they? (FAR 36.602-2) Evaluation Board members are appointed Members should be highly qualified professional employees of the agency One Government member of the board shall be designated as the chairperson. No submitting firm can be participating as a member of the awarding agency’s evaluation board. (Conflict of interests)

21. SUATS received responses From Candidates Evaluation board score all candidates according to Criteria Only One candidate highest score? NoNono No YESYES

22. Evaluation Board Functions (FAR 36.602-3) Review the current data files on eligible of the contracting activity (SCDOT has kept a list), and responses to a public notice concerning the particular project (the purchase department director is one of the members board) Evaluate the submitters in accordance with the criteria in FAR 36.602-1 (Flow chart #10 above) Hold discussions with at least three of the most highly qualified firms regarding concepts and relative utility of alternative methods of furnishing the required services. Prepare a selection report for the decision maker, recommending in order of preference, at least three firms that are considered to be the most highly qualified to perform the required services. The report shall include a description of the discussions and evaluation conducted by the board to allow the selection authority to review the considerations upon which the recommendations are based.

23. Score Sheet of RFQ--Sumter Historical District Traffic Calming Study Evaluation Criteria Maximum Score Given Possible Score Responsiveness to the requirements of the RFQ30% Completeness and general quality of the written submittal 10% (organization, format understandability, soundness of methodology) Composition and expertise of the consultant team, including specific individuals 10% who will perform the work and the time to be spent by each. Demonstrated recent experience reflecting the type of work, quality of work 10% and ability to complete work within budget and schedule Demonstrated experience and skill in designing traffic calming techniques 30% Demonstrated experience and skill in working with City Staff and community groups 10% Applicant's Name

24. Negotiate the contract price With the selected candidate Contract Signed End

25. Agreement and Contract Between The City of Sumter and Selected Candidate Section I. General Recitals address, witness, parties in the agreement Section II. Scope of Services Required of Consultant project description, general statement of consultant’s assignment, certification for Project Plans and specifications Section III. Services of the City no cost to consultant, City provides all reports, data, and information in possession of the City e.g., crash data Section IV. Schedule (Time of Performance) Section V. Fee and Costs Section VI. Mode of Payment Monthly invoices, acceptable invoices Section Vii. General Provisions A. Ownership Documents B. Information Technology C. Findings Confidential D. Requirements For Checking and Reviewing of Plans E. Progress F. Quality Control G. Inspection of Work H. Changes in Contract I. Delays and Extensions J. Failure to maintain satisfactory progress k. Termination of Contract L. Disputes

26. Agreement and Contract Between The City of Sumter and the Selected Candidate -Continue- M.Responsibility For Claims and Liability N.General compliance with Laws O.Subletting, Assignment or Transfer P.Ethics Act Q.Drug Free Work Place Certification R.Covenant Against Contingent Fees S.Title VI Civil Rights Act of 1964 T.Minority Business Enterprise U.Equal Employment Opportunity V.Participation by Foreign Consultants and Subconsultants W.Compliance Concerning Illegal Aliens X.Successors and Assigns Y.Entire Agreement Signed by both parties (City of Sumter and the selected consultant)

27. Q & A Allan Yu, Senior Transportation Planner: ayu@sumter-sc.comayu@sumter-sc.com(803) 774 1612 Sumter City Web Site : www.sumtersc.govwww.sumtersc.gov Planning Department (SUATS): www.sumtersc.gov/planning.aspx

28. Thank You