1. The Port of New Orleans - As-Needed Consultant Selection Process for Professional Services June 9, 2016

2. Consultant Selection Process - Regulations
Section 3-Engineering and Other Consultants
Section 6-Extreme Public Emergency
Board’s By-Laws Article VIII
Specifically for Engineering, Construction, and Related Professional Services
Note: La. R.S. 38: requires selection of design professional services on the basis of competence and qualifications where price is not a factor in selection, i.e. no bidding for design professional services
Board’s Port Development Division Directive No. 9
For procurement of goods, administration of contracts
Bid process for public works contracts under La. R.S. 38:
Board’s Purchasing Policy Manual for Contract Administration (June 2013)

3. Standard Form: DOTD 24-102 as modified for the Port of New Orleans
Form required for the RFQ process.
Fill out all sections
1 - Make sure to check which projects submitting for
4 & 5 – Do not need names, but type and numbers
8 – Answer both parts
9 – Complete all parts – especially the percentage and certification
10 – An organizational chart will work
11 – Under “g” – list work RELEVANT to the proposed work and DOMICLE
12 – Again - list work RELEVANT to the proposed work (Note – only 5 max)
14 – NEW - Value of Contracts with the Port of New Orleans within the past 24 months. This includes work as prime and as a sub (there is a box for each).
16 – FAILURE TO SIGN ITEM 16 WILL RENDER THE RFQ NON- RESPONSIVE

4. CRITERIA FOR RFQ EVALUATIONS (Note that criteria may change for specific RFQs and criteria to be used are identified in the RFQ)
For Statements of Qualifications:
Experience in the type of work, weighted factor of 5
Staffing and support personnel, weighted factor of 5
Professional reputation and business stability, weighted factor of 5
Local representation, weighted factor of 2
SBE/DBE participation, weighted factor of 2
Prior contract history, weighted factor of 2
New Opportunities, weighted factor of 3
Knowledge of local conditions, weighted factor of 3
Each Evaluation Committee Member
assigns a score of 1 to 5, which is multiplied
by the weighted factor. Ranking is based on
sum of scores. Example, highest total score is ranked #1 by that evaluator.
Evaluation Committee Member rankings
are combined. Example, lowest total of the rankings by each evaluator is ranked #1 by the Committee.

5. Factors in Evaluating Qualifications Criteria
Experience in Type of Work
Staffing & Support Personnel
Professional Reputation & Business Stability
Local Representation
DBE/SBE Participation
Prior Contract History
New Opportunity
Knowledge of Local Conditions
Ratings: 5
Excellent
Key personnel within 60 miles
>75%
No work as prime or sub in last 2 years 4
Very Good
Key personnel within 120 miles
Between 51% and 75%
Work as sub in last 2 years under $50k 3
Good
Key personnel within 240 miles
Between 31% and 50%
Work as sub in last 2 years over $50k 2
Fair
Key personnel within 360 miles
Between11% and 30%
Work as Prime in last two years under $50K 1
Poor
Key personnel within 500 miles
Between 1% and 10%
Work as Prime in last two years under $200K
None
Key personnel beyond 500 miles 0%
Work as prime in last two years over $200k

6. Request for Proposals - RFP
Request for Proposals sent to three – five of the highest ranking SOQs
Employees must have or be able to obtain Transportation Identification Worker Credentials (TWIC)
Written Proposal – One original SPIRAL bound proposal and four SPIRAL bound copies (and one flash drive with all documents)
Fee Proposal – Opened after scoring is completed
Presentation – if requested

7. Written Proposal – One original SPIRAL bound proposal and five bound copies
Forms:
Commitment to Assign Identified Resources Form (Form CAIR)
Key Personnel Information Form (Form KPI)
Named Sub-consultants Form, if any will be used (Form NS)
Letter of Sub-Consultants Intent Form, if any will be used (Form LSI)
Following section consisting of brief written descriptions:
Summary of directly related experience – both consultant and sub-consultants
Any client reference letters – limit of three
An indication of ability of PM and key personnel providing presence in the NO area during contract
Conceptual plan of action
PONO SF forms for all firms listed – include DBE/SBE certifications
Description of skills, knowledge and experience directly related to the Scope of Work that indicated knowledge of local conditions
Summary description indicating understanding of the Scope of Work and ability to meet Board’s schedule

8. Fee Proposal –
One original due with the Written Proposal – no copies needed
Completed Fee Rate Schedule Form
Sealed Envelope marked “Fee Proposal”
Name of Prime Consultant indicated on outside
Separate from the Written Proposal

9. Presentation and Interview with the Consultant Evaluation Committee
Encouraged to use Powerpoint presentation.
Projector, screen and laptop are available
Interview intended to be an opportunity for the Consultant/Team to present how they best meet the criteria that is the basis for final evaluations.
Maximum of 45 minutes with additional 15 minutes for questions
15 minute period prior to presentation for setup
Six printed color copies of presentation submitted at time of presentation.
Key individuals:
Lead Project Manager
Lead engineer or engineers
Lead specialists

10. After the RFP
The Board awards contracts at its monthly public meeting, generally at 11:00 a.m. in the auditorium of the Port Administration Building. Written notification of the award will be issued by Ms. Dunn after the Board meeting.
No information regarding the award will be given prior to the Board’s action, however the Board’s agenda for the meeting at which an award will take place will be sent to the firms submitting proposals prior to the Board meeting.
After award:
Staff negotiates contract terms, conditions, rates, time schedule
Legal and Risk Management departments review contract and approve for CEO to execute contract.

11. Do’s and Don’ts Do’s Include SBE/DBE certifications
List complete domicile on resume – City, State
Include only relevant data
Submit Spiral Bound
Include signed PONO SF for all sub-consultants listed
Emphasize those employees that will be involved in production work
Don’ts
Over generalize experience
Provide copies of certifications on anything beyond SBE/DBE
Assume – if you have a question – ASK IT!
Plan to turn in at last possible moment

12. What’s coming
Board is in the process of reviewing and awarding a total of 17 As- Needed Consultant contracts for FY 17 – FY19: ($100k - $500k)
2 – Bridge Engineering – Award at June Board meeting
1 – Bridge Inspection – Award at June Board meeting
3 – Civil Engineering
1 – Mechanical/Electrical Engineering
1 – Geotechnical Engineering
3 – Construction Management
2 – Project Management
1 – Surveying – RFP released 6/10/16
1 – Materials Testing – RFP released 6/10/16
1 – Traffic Engineering
1 – Feasibility Studies
Additional RFQs and RFPs for project specific work where estimated consulting value is over $250k