Using QBS A Qualifications-Based Selection Process Presenters: Ron Brenke, PE - QBS Manager

What is QBS? Qualifications-Based Selection (QBS) is an objective, flexible procedure for obtaining architectural, engineering, surveying and other related professional services on public projects.

QBS provides a selection process that is straight forward and easy to implement, is well documented, and open to audit! QBS will raise your comfort level and lower personal risk. What is QBS?

Federal Brooks Law Public Law (Brooks Bill) was passed in 1972 and establishes a Federal Policy to select architects and engineers based on competence and qualifications.

Michigan In 1987 Legislature approved Concurrent Resolution No. 206 urging state and local agencies to utilize QBS processes for selection of design professionals. In 2002, PA 504 was adopted. This requires the Department of Management and Budget to hire design professionals using a competitive QBS process.

QBS Coalition in Michigan ACEC/MichiganAmerican Council of Engineering Companies AIA/MichiganAmerican Institute of Architects ASLA/MichiganAmerican Society of Landscape Architects APWAAmerican Public Works Association (Michigan Chapter) AGCAssociated General Contractors (Michigan Chapter) ESDEngineering Society of Detroit MSPEMichigan Society of Professional Engineers MSPSMichigan Society of Professional Surveyors

QBS Most often leads to the best choice when selecting professional design services. “Low bid is not always the best choice.” Can also be considered for selecting products and contractors.

Would you use the Cheapest Doctor?

QBS Requires Planning

The success of any major public project starts with selection of the appropriate design professional. “Fair compensation – expect quality results.” “Low bid – you get what you pay for.” Long-Term Costs

How QBS Works? 1.The owner identifies the project scope of work 2.A selection schedule is established 3.A list of design professionals is compiled or an ad is published in professional journal (MC&B) 4.Qualifications documents (RFQ) are requested 5.Qualifications documents (RFQ) are evaluated 6.Develop short list of qualified firms

How QBS Works? 7. Brief short listed firms on interview procedures 8. Interviews are conducted 9. Firms are scored and ranked for selection 10. Negotiate detailed scope of work with top ranked firm 11. A contract is negotiated with top ranked firm. If an agreement cannot be reached, negotiations begin with second ranked firm, and so on… 12. Advise all firms of the final selection

Project Scope of Work & Selection Schedule Establishing a selection schedule prevents misunderstandings and last minute surprises The time frame for each project will differ Sometimes a two interview process may be required Once established, stick to schedule If schedule changes are required, notify firms in writing Steps 1&2

Compiling List of Design Professionals Directories of professional organizations Referrals from other owners Advertisements for public projects Local news papers Professional journals Invitations to area firms Step 3

Requesting Qualifications Documents A clear list of information the firms must provide, for example: - Staff Qualifications/Depth -Experience -Company Culture/Attitude -Financial Strength -References -Geographic Location -Price Step 4

Requesting Qualifications Documents - Communications/Public Relations -Response Time/Location -Administrative Procedures -Understanding of Project -Other* *Special Requirements: MBE, WBE, DBE requirements, insurances, permits, public relations, progress reports, etc. Step 4 (Continued)

Evaluating Qualifications Submittals Establish competent evaluating committee Develop standard evaluation form and process Evaluate submittals using established criteria Decide how many firms to be short listed Step 5

Establish a Short List of Firms Based on evaluation of qualifications, submittals and reference checks; owner should establish short list of firms to be interviewed Usually 3 to 5 firms Advise firms not selected with thank you letter Step 6

Brief the Short Listed Firms Briefing information on interview process, requirements and schedule Briefing can include questions, explanation of scoring process, a request for more specific information on scope, pricing, personnel, scheduling, etc. Any other interview specifics including limit on sub-consulting work, names of interview panel, etc. Step 7

Interviewing Short Listed Firms Interviews allow owners to compare different firm approaches to design services Interviews allow for evaluation of the personal styles of each firm’s management and personnel Establish role each interviewer will play Schedule interviews on same day or consecutive days Step 8

Scoring & Ranking Firms Each firm should be evaluated and scored separately by each interviewer It is recommended that the interview committee attempt to achieve a consensus once evaluations are tabulated Step 9

Negotiating a Detailed Scope of Work with Selected Firm Normally not difficult to reach an agreement since QBS process facilitates an early understanding of the project scope and requirements The work plan should list responsibilities of firm and owner and any third party involvement such as subconsultants Step 10

Negotiating a Contract with Selected Firm Once scope of work agreement is obtained, the firm should submit its proposal for compensation to initiate and complete fee negotiations A written contract should be used. Standard form documents are available from the Engineers Joint Contract Documents and the American Institute of Architects. Advise all firms of the final selection Steps 11 & 12

Why QBS? Thorough Evaluation of Candidates The QBS process offers the opportunity to select the most qualified engineer, surveyor, architect or construction manager by using a thorough and complete evaluation. Compare for Best Quality The QBS process offers the opportunity to compare short listed firms; all presumed to be qualified.

Why QBS? Right Firm…Right Project…Right Price The QBS process offers the opportunity to match the appropriate firm to the client’s project. Matches Personality of Professional with Client The QBS process offers the opportunity to select an engineer, surveyor, architect or construction manager that best matches the desired personality style of the client.

Why QBS? Pay Too Much-Unwise; Pay Too Little-Worse! QBS is preferred over low bid selection procedures The worst situation is to pay good money and not achieve the results you need.

Thank You! Comments or Questions? QBS, Inc. 215 N. Walnut St. Lansing, MI Ph: