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Getting Certified In Consultant Selection

This comprehensive guide by Diana Foster outlines the crucial steps and processes for selecting consultants. It highlights the key differences between Architect & Engineer (A&E) and Non-A&E consultant selection and presents the 14 essential steps involved in the selection process. Readers will gain insights into project identification, scope creation, cost estimation, and the evaluation of proposals. Additionally, the guide explores the importance of transparency, contract administration, and ensuring compliance. An invaluable resource for mastering consultant selection in various fields.

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Getting Certified In Consultant Selection

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  1. Getting Certified In Consultant Selection Steps and Processes Diana Foster

  2. Where we are going… • What are the differences between A&E and Non-A&E consultant selection? • What are the 14 steps to selecting A&E consultants? • What other facts or stories that you need to know about?

  3. Differences: A&E vs. Non-A&E

  4. Examples ** The LAG Manual Consultant Selection Chapter (Appendix) provides more examples.

  5. The 14 Step Selection Process: Steps 1-4 • Identify & Define the Project • STIP requirement • Determine Consultant Need & Project Phases • LA’s QBS process • ODOT’s two-tiered contracting process • Appoint Contract Administrator • Ensures contract completion, accuracy & consistency • Appropriate Record Retention

  6. Steps 4-6: • Create Scope – determine deliverables & timelines • SOW • Prepare Cost Estimate • Past experiences • Percent of cost of service relative to other similar total project costs • Formulate Selection Criteria • Ranking and scoring • Transparency of criteria weights • Specialties & resources

  7. Steps 7-8: • Identify DBE Program & Goals • ODOT’s Office of Civil Rights • Seek approval • Advertise & Solicit Bids for the RFP • Major newspaper or technical publication • Identify specialists • Questions answered in writing or addendum up to a week before closing • Cost Estimates • A&E- at time of negotiations to determine fair & reasonable cost • Non-A&E personal services- estimate of hours, fees and classifications

  8. Steps 9-11: • RFP Protest Procedures • Closing the Solicitation Process • Evaluation of proposals-- Pass/Fail • Evaluation Panel • Screening & Selection Interviews • Transparency • Fair and equitable • No conflicts of interest

  9. Steps 12-14: • Consultant Selection & Negotiation • Highest rank • Negotiate on SOW & Compensation • Refine scope of services and schedule • Unable to negotiate -- move down qualification list successively • Award • Written notice • Contract Administration • Oversight of daily work • Consultant submits invoices to LA for review • LA remits payment • LA requests ODOT reimbursement

  10. Completed Project Debrief • Ensure contract compliance & completion of work • Final payment & release • Evaluate performance and document

  11. Tidbits of Information • Importance of Agreement • Clearly defined scope & statement of work • Billing rates & classifications • Independent contractor status & relationships

  12. Questions???

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