Publication 93 (02-11) Chapter 2 – Selection Process Procedures 2.1 – Introduction The Selection Process discussed in this chapter begins with identifying the need for a consultant and continues to the Notice to Proceed for the Agreement. PennDOT uses the following methods of selecting a Consultant to provide services: 1) Normal Selection Procedures 2) Modified Selection Procedures 3) Enhanced Modified Selection Procedures – Discussed in Chapter 3 4) Accelerated Bridge Program Selection Procedures – Discussed in Chapter 3 5) Sole Source Selection Procedures – Discussed in Chapter 3 6) Emergency Selection Procedures – Discussed in Chapter 3 Normal Selection Procedures are most commonly used. This procedure requires the interested consultants to submit a SOI from which the IO short lists three consultants. These short-listed consultants submit a Technical Proposal from which the IO ranks these short listed consultants. Modified Selection Procedures are normally used for Open End, Highway Occupancy Permit Inspection, Utility Designating and Locating, On-Call Survey, Construction Inspection, or NBIS Bridge Inspection Agreements. This procedure requires the interested consultants to submit a SOI that serves as an abbreviated Technical Proposal for the purpose of selection. The IO will rank the top three consultants from this SOI. The IO must ensure that complete, definitive information can be obtained solely from the review of SOIs and Consultant Qualification Packages prior to designating the Modified Selection Procedure. If the nature of the project is such that additional information is needed to justify the final ranking, normal selection procedures should be used to obtain additional information from a Technical Proposal or Oral Presentation. 2.1.1 – Normal Selection Procedures Normally this process takes four to six months. There is a maximum timeframe of 12 months allowed from the date of the advertisement to the date of Agreement Execution. For Agreements advertised before January 31, 2010, the maximum allowed timeframe will be 18 months. [Not meeting these time limitations may require that the project be readvertised.] The CAS Chief has the authority to waive these timeframes in unique circumstances, upon receipt of written request and justification. Chapter 2 Selection Process Procedures Page 2.1 Publication 93 (02-11) Multiple Agreement Selections from One Advertisement When projects are similar in scope (betterments, general maintenance, and bridges), Modified Selection Procedures and Open End Agreements have the capacity to select multiple consultants from one advertisement. The information on the following fields must be the same in all the projects that are to be linked in one advertisement: Initiating Organization Agreement Type Open End Type Selection Process Enhanced Modified Services Requested Agreement Status o Must be in Setup if linking at the Planned Project stage; o Must be in Planned Project Published if linking at the Advertisement stage. The determination to use this procedure is the responsibility of the ADE for Design, Portfolio Manager, Bureau Director, or Division or Section Chief. The IO must determine at the Planned Project phase to “batch” the projects into groups (example: 3 groups of 4 projects, 4 groups of 3 projects, etc.) or to establish a separate agreement for each project. Because of the potential for large numbers of projects in one advertisement, IOs should use discretion in their expectations for the consultants to visit all the project sites listed in this type of advertisement. Districts are encouraged to group multiple minor projects to reduce the number of advertisements, selections, and also the number of SOIs needed to be prepared by consultants. Selections for Multiple Agreements must occur at the same time for all agreements on the advertisement. Final Ranking procedures should follow the procedures discussed in Section 2.8.6. A consultant that desires to be selected for a particular agreement(s) in the advertisement, should indicate such on their submitted SOI. Oral Presentations For Consultant Agreements for unusual or complex projects, the IO may require oral presentations of the shortlisted consultants to further evaluate a consultant’s qualifications. Advertisements for such projects should indicate that PennDOT anticipates oral presentations. Oral presentations are highly recommended for CMPM Agreements. Selection Criteria When generating the Consultant Agreement’s selection criteria and corresponding weights, the criteria listed under Transportation Design Project Advertisements and Transportation Construction Inspection Advertisements should be represented. Evaluation criteria should be structured to fully express the requirement without exaggerating the need. Overstating the qualifications and capabilities required to perform a task can be problematic. The reasons for Shortlisting or Final Ranking will be driven by the selection criteria. IO Project Managers should seek concurrence of Agreement Team members prior to submitting advertisements for publishing. Chapter 2 Selection Process Procedures Page 2.11 Publication 93 (02-11) Advertisements that request information concerning a firm’s costs, cost-effectiveness, or cost-efficiency as part of the selection criteria are prohibited. Examples of these costs include: a firm’s overhead rate, minimizing or not charging for direct or indirect costs, an indication of money returned to PennDOT for work not performed, or employee hourly rates. References to cost-effective solutions, reduced construction project costs, or minimizing future maintenance costs are permitted. Advertisements that request information concerning a firm’s location or proximity to a PennDOT office are prohibited. If there is a justifiable requirement for a firm to respond to assignments in person, then the criteria must be defined in relation to the ability to provide prompt response, and not on its proximity. The firm has the burden of demonstrating how it will satisfy the need for prompt response. Field Views For minor projects, or in other cases when conditions warrant, it may be desirable to provide photographs of the project site to eliminate the need for interested consultants to perform a field view in advance of SOI preparation. If so, the photographs must be attached to, or linked to, the advertisement along with the statement that field views are discouraged. The advertisement should indicate that firms are neither expected nor encouraged to visit this project(s) prior to submitting their Statements of Interest (SOIs) Firms that indicate in their SOI that a field view was performed will not receive any benefit during the selection process. Transportation Design Project Advertisements All advertisements for design projects published by PennDOT should include the following selection criteria in addition to any other criteria deemed appropriate by the IO. These criteria help ensure that the best qualified consulting team is selected. The order of importance is established by the IO. The team being referenced is the proposed consultant team, comprising both prime and subconsultants: 1) What will the team do to ensure that a proper application of principles will result in more cost-effective solutions that apply design flexibility with consideration of the surrounding land use and all transportation modes? 2) How will the team assure PennDOT that it will provide a quality construction plan?Use and experience of sub-consultants, how sub-consultants are planned to be incorporated into the projects, and how they will be managed to ensure that their work and deliverables are timely and meet high quality standards. 3) How will the team manage the design of the project(s) and minimize future maintenance of the project(s)? 4) How will the team pursue project delivery in relation to developing and/or meeting design and construction project schedules? 5) How did the team perform on past projects? The first criterion deals with the methodology proposed by the consultant to assure PennDOT that the design of a cost-effective, quality construction plan will be delivered. The second criterion addresses how sub-consultants will be managed and incorporated into the project, and that deliverables meet time and quality expectationsthe firm’s commitment to and methods of ensuring that the Quality Assurance/Quality Control (QA/QC) Plan will be integrated into every aspect of the design. Responses to the third criterion will need to include the specifics, rather than generalities, and commitments to minimize Scope of Work or construction cost creep. The fourth criterion addresses the consultant’s commitment to adherence to the design and construction schedules, which minimizes impacts to the traveling public. The fifth criterion takes into account the actions and evaluation of the consultant for past projects. Chapter 2 Selection Process Procedures Page 2.12 Publication 93 (02-11) Transportation Construction Inspection Advertisements All advertisements for transportation Construction Inspection projects published by PennDOT will need to include the following selection criteria in addition to any other criteria deemed appropriate by the IO. These criteria should ensure that the best qualified consulting team is selected: 1) Review of inspector's resumes, including the length of employment with the submitting firm, with emphasis on construction inspection capabilities and specific project work assignments and timeframes. 2) Work experience and supervisory experience