RFPs and RFQs: Selecting the Design-Builder

RFQs AND RFPs: SELECTING THE DESIGN-BUILDER

Mark E. Alpert CH2M HILL

June 10, 2013

Agenda

• Procurement Processes

– 1 step

– 2 step

• What is in an RFP?

• Evaluation and Selection of Design Build firms

PROCUREMENT PROCESS

RFP’s: Selecting the Design-Builder

Basis for Selection Various Procurement Processes

Single-Step Two - Step

Request for Qualifications

Request for Proposals

Qualifications only

“Best Value” Qualifications

+ Costs

Qualifications only

“Best Value” Qualifications + Costs

Qualifications only

Single Step Qualifications Based Selection

If schedule is a critical driver If maximum

owner/design-builder collaboration is a priority If Owner wants best-

qualified design- builder, not just the lowest initial price If state/local law allow

qualifications only selection 6

Qualifications only

Single Step Best Value Selection

If schedule is a critical driver

If maximum owner/design-builder collaboration is a priority

If Owner prefers (or if state/local law requires) inclusion of cost as a selection factor

Basis for Selection

Employ evaluation criteria that are traditionally used for any qualifications-based selection

Owner able to conduct process efficiently

Reduces total time for procurement

Reduces cost of procurement Reduces complexity Potentially allows for a larger pool

of qualified firms to participate

Allows price or costs to be considered with qualifications

Total cost of construction is not a factor

Typical cost considerations include: • Fixed fees or hourly billing rates

for design and preconstruction services

• Design-builder fee or markup percentage of allowable project costs

• Fixed fees or billing rates for General Condition costs

• Project Price for Best Value Fixed Price Approach

Qualifications-based Selection Best-value Selection

Basis for Selection Various Procurement Processes

Qualifications only

Includes Project Approach

Potentially greater degree of project data provided with RFP

Qualifications only or best value

WHAT IS IN A REQUEST FOR QUALIFICATIONS (RFQ)

RFQ Contents

• Section 1. Background

• Section 2. Project Overview

• Section 3. Progressive Design-Build Services

• Section 4. Procurement Process

• Section 5. SOQ Submission Requirements

• Section 6. SOQ Evaluation and Selection

• Section 7. Conditions for Respondents

RFQ Attachments

• A: Definition of Terms

• B: Scope of Design-Builders Services

• C: Draft PDB Contract

• D: Project Background Documents

• E: Project Technical Requirements

• F: Submission Forms

Single and Two-Step RFQs

• Procurement Schedule

• Single-Step - includes Project Approach and Draft Contract Markup

• Evaluation criteria/weighting

• Selection or short-list

Required Contents for Submission

• Section 5. SOQ Submission Requirements

• Section 6. SOQ Evaluation and Selection

Design-Builder Profile

• General

• Legal Structure

• Project office location

• Financial condition

• Performance bonds

• Insurance

• Material adverse changes in financial position

• Legal proceedings

• Completion of contracts

• No violation of laws

• Not debarred from bidding

Provides General, Legal and Financial Information Concerning the Design-builder

Project Team

• Organization

– Roles and responsibilities of all firms

– Organizational charts

• Key Personnel

– Roles and responsibilities defined if other firms on proposing team

– Resumes

Describes Key Personnel And Additional Firms Organization • Roles and Responsibilities • Resumes

Experience

• Reference projects – number specified by owner

• Three categories: – Design – Construction – Design-build

• Information provided for each project: – Name of owner – Year started and completed – Owner reference and contact

information

• Information provided for each project: – Firms and key personnel that

participated in the project – Description of the project

• One–page summary table to cross reference the projects with project team (firms and key personnel)

Provides Detailed Information on Relevant Design, Construction, Design-Build Projects Including Safety

WHAT IS IN A REQUEST FOR PROPOSALS (RFP)

• Used for both Qualifications-based selection and Best Value selection

• RFP for Single-Step also includes requirements outlined in Single-Step RFQ

RFP Contents

• Section 5. Proposal Submission Requirements

• Section 6. Proposal Evaluation and Selection

• A: Definition of Terms

• B: Scope of Design-Builders Services

• C: Draft Project Agreement

• D: Project Background Documents

• E: Project Technical Requirements

• F: Price Proposal Form

RFP Attachments

Not used if “Qualifications Only” selection

• Section 5. Proposal Submission Requirements

• Section 6. Proposal Evaluation and Selection

• Transmittal Letter

• Executive Summary

• Project Approach

• Draft Project Agreement Markup

• Fee and Rate Proposal

• Updated Qualifications

Not used if “Qualifications Only” selection

Not used in Single-Step process

Project Approach • Can include discussion

on: – How collaborative

relationship with the Owner would be established

– How the design and construction processes will interface

– Critical work components for success

– The process for GMP development

• May include discussion on approach to: – Communications with

owner and stakeholders

– Quality management

– Risk management

– Adherence to the GMP and schedule

Draft Project Agreement Markup

• Allows proposers to revisions to the contract that would more efficiently allocate: – Risk

– Improve parties understanding of risk allocation

– Improve clarity

• Owner is not obligated to accept any of the suggested revisions

Provides a Description and Discussion of the Rationale for Proposed Revisions to the Draft PDB Contract

Cost Proposal

• Permitting, design, and services during construction

• Detailed breakdown of cost of construction including self-performance, subcontracts, vendors, and general conditions

• Professional fees

• Markup on direct cost of construction

• Direct cost of construction – Subcontracts

– Vendors

– General Conditions

• Bonds and Insurance 26

Best-value (Fixed Price) Best-value (GMP)

Required Contents for Submission Updated Qualifications

• Any proposed changes to the SOQ

• Resumes of additional personnel proposed

• Proposed changes subject to acceptance of owner

Confirm Prior SOQ and Describes Any Changes to Project Team or Key Personnel and Explains Reason for Change

EVALUATION CRITERIA Evaluation Criteria and Scoring Methodology

Evaluation Criteria and Scoring Methodology EVALUATION CRITERIA

• Fair • Clear • Transparent

• Pass/Fail – Performance bond – Net worth – Material adverse

conditions – Licensing and registration – Design experience – Construction experience – Design-build experience – Safety record

Should be Designed to Select a Design-Builder with the Highest Probability of Achieving an Owner’s Project Objectives

Evaluation Criteria and Scoring Methodology

Procurement Approach

Design-Builder

Personnel

Organization, Management

and Safety

Project Approach

Cost /Fee &

Rate Proposal

RFQ 1200 X l l l l

RFP 1300 X l l l l l

RFQ 1400 X l l l

RFP 1500 X l l l l l

RFP 1500 X l l l l

Experience and capabilities

Two - Step

Single-Step

Evaluation Criteria

Typical/Suggested Scoring Methodology

Procurement Approach

Design-Builder

Personnel

Organization, Management

and Safety

Project Approach

Rate Proposal

RFQ 1200 X 40% 30% 15% 15%

RFP 1300 X 30% 20% 15% 15% 20%

RFQ 1400 X 40% 40% 20%

RFP 1500 X 30% 20% 15% 15% 20%

RFP 1500 X 40% 30% 15% 15%

Experience and capabilities

Two - Step

Single-Step

Evaluation Criteria

DISCUSSION RFP’s: Selecting the Design-Builder

RFPs and RFQs: Selecting the Design-Builder

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