TRANSMITTAL LETTER FOR BOARD MEETING OF May 1, 2008
Mr. Richard Lanyon, General Superintendent
COMMITTEE ON ENGINEERING
Title
Report to the Board of Commissioners on the qualifications-based process for the selection of Consulting Engineering and Architectural Firms (Deferred from the April 17, 2008 Board Meeting)
Body
Dear Sir:
From time to time, the District requires the services of outside consulting engineering and architectural firms to augment its services. On May 6, 1974, the General Superintendent provided the Board of Commissioners with the steps used to engage these professional services. Since many years have passed since that report, it is prudent to remind and advise the current Board of Commissioners of the selection process utilized in the procurement of these services.
The Purchasing Act governing the contracting of goods and services by the District states that “Contracts which by their nature are not adapted to award by competitive bidding, such as, but not only, contracts for the services of individuals possessing a high degree of professional skill where the ability or fitness of the individual plays an important part...shall not be subject to the competitive bidding requirements of this act.” (IL ILCS 2605/11.4)
Section 11.4 of the Purchasing Act acknowledges that in the procurement of professional services the public interest is best served when the person or firm providing the necessary services can be selected based upon quality and experience of the individuals and not solely on price. This practice permits the District to reap the long-term benefits that high-quality services offer by providing the authority to pay fair compensation for these services.
In order to insure that the public’s interests are being served responsibly, it is necessary that a system of checks and balances are in place during the selection of the professional services. To this end, the District has developed a formalized Consultant Selection Procedure utilizing a combination of technical and management committees that evaluate the qualifications of potential consultants with regard to a specific project or group of projects. Attached with this report is the Consultant Selection Procedure.
The essence of the procedure is described briefly as follows:
1. A description of services needed is prepared.
2. Based on the services needed, a search is made in the consultant database to develop a list of six to 12 firms who could potentially provide these services.
3. The General Superintendent approves the request to solicit Statements of Qualifications (SOQ) from the listed firms.
4. The listed firms are requested to submit their SOQs, and to make an oral presentation to the Selection Advisory Committee.
5. Based on the SOQs and oral presentations, the Selection Advisory Committee recommends up to three firms to be “short-listed.”
6. The Selection Committee approves the short-list.
7. The short-listed firms are requested to submit unpriced technical proposals. The criterion that each unpriced technical proposal will be evaluated upon is presented to the short-listed firms.
8. The Selection Advisory Committee reviews each unpriced technical proposal to evaluate each firm’s understanding of the project, their approach to the project, the qualifications and experience of the personnel who will perform the work, and other project-specific information.
9. Depending upon the complexity of the project, the Selection Advisory Committee may request an interview with the short-listed firms to further evaluate the unpriced technical proposals, and the firm’s qualifications.
10. The Selection Advisory Committee makes a recommendation to the Selection Committee for one firm to be selected to perform the work.
11. The Selection Committee reviews and signs off on the selection advisory committee recommendation.
12. The selected firm enters into negotiations with the District. Details of the scope of work are prepared and agreed upon. Based on the scope of work, a fee for the work, and an overall multiplier, is agreed upon.
13. The Affirmative Action Section reviews and approves the utilization of Protected Class Enterprises, if applicable.
14. The Board of Commissioners grants authorization to enter into an agreement with the selected firm. The agreement is executed, and a purchase order is issued.
At the request of the District, the Engineering Department’s qualifications-based selection process has been reviewed by the American Council of Engineering Companies-Illinois Branch (ACEC-IL). The ACEC-IL has provided a letter with respect to their review of our process (copy attached).
If further clarification is required, please advise the undersigned.
Requested, Joseph P. Sobanski, Chief Engineer, TEK
Recommended, Darlene A. LoCascio, Purchasing Agent
Respectfully Submitted, Frank Avila, Chairman Committee on Engineering
ORDERED passed by affirmative roll call of a majority of the Commissioners present this May 1, 2008 Approved, President Terrence J. O’Brien
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