1. Consultant Selection Training
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Consultant Selection Training
For State Operated Campuses
April 10, 2018

2. SUNY Office for Capital Facilities
Learning Objectives
Increase knowledge and understanding of:
The process for consultant selections
The procurement requirements associated with consultant selections
The role of the Minority and Women Owned Business Enterprises (MWBE) Program Coordinator and MWBE participation in consultant selections
Committee chairs: fulfill the requirement in Procedure to have completed consultant selection training
2018
SUNY Office for Capital Facilities

3. SUNY Office for Capital Facilities
2018
SUNY Office for Capital Facilities

4. SUNY Office for Capital Facilities
Procurement Requirements
Polices and Procedures
7553 – Purchasing
7552 – Procurement Lobbying
7554 – Construction
7555– Consultants
7556 and 7557 – MWBE
2018
SUNY Office for Capital Facilities

5. Architectural, Engineering and Surveying Services
Contracts are negotiated with the most qualified consultant
Applicability: >$25,000
SUNY Procedure #7555
NYS Finance Law §136-A
2018
SUNY Office for Capital Facilities

6. SUNY Office for Capital Facilities
State Finance Law §136-a
It is the policy of New York state to negotiate contracts for architectural and/or engineering services and/or surveying services on the basis of demonstrated competence and qualification for the type of professional services required and at fair and reasonable fees.
Most Qualified
Negotiate
2018
SUNY Office for Capital Facilities

7. Campus Let Design Project
Estimates, Budget, Funding Source
B-1184, MWBE Goal Development
Project Funding Request (if Capital)
Develop RFQ , include MWBE Goals
Advertise (NYSCR)
Consultant Selection
Negotiations and Consultant Forms: MWBE, Procurement Lobbying, Vendor Responsibility Insurance, Consultant Reporting
Campus Certification
Contract Award
2018
SUNY Office for Capital Facilities

8. Consultant Selection Process
short listed firms must have MWBEs in their staffing plans
Statement of Qualifications (SOQ) are submitted
A short list is developed
Short listed firms are interviewed and evaluated using the rating form
The most qualified consultant is selected
PC reviews the SOQ and provides the GFE form to the selection committee
The cost proposal, and updated staffing list with dollar values is required
Rating Form , cost proposal, and staffing list are provided to PC
PC reviews and signs off on the staffing list
Contract Awarded
PC reviews the completed consultant rating form, cost proposal, and staffing list to evaluate GFE
Waivers
PC = MWBE Program Coordinator
2018
SUNY Office for Capital Facilities

9. Funding Source Campus Let vs. Campus Funded Pre Solicitation
If capital, follow the Campus Administered Procedures
Capital Project Request Form Division of Budget B-1184 approval
Project Funding Request
Funding Source
Campus Let vs.
Campus Funded
Project Funding Requests must be approved by the Fund
prior to placing an advertisement
2018
SUNY Office for Capital Facilities

10. Minority and Women Owned Business Enterprise (MWBE) Participation
Pre Solicitation
Minority and Women Owned Business Enterprise (MWBE) Participation
Assign Goals
Applicable on contracts >$25,000
Set Goals using the Goal Setting Methodology
Governors Aspirational Goals: 30%
Require a Sub-consultant Staffing list with the submittals ( , 16, 17)
MWBE
SUNY Procedure 7557
2018
SUNY Office for Capital Facilities

11. SDVOB SUNY Procedure 7564 Pre Solicitation
Service Disabled Veteran Owned Business (SDVOB) Participation
Assign Goals
Applicable on contracts >$25,000
Assess contract for SDVOB participation
State-wide goal is 6%
Require a Sub-consultant Staffing list with the submittals ( , 16, 17)
SDVOB
SUNY Procedure 7564
2018
SUNY Office for Capital Facilities

12. Sub-consultant Staffing List
Architecture
Construction Management
Commissioning
Civil Engineering
Landscape Architecture
Structural
Plumbing/Fire Protection
HVAC
Electrical
Cost Estimating
Asbestos/Hazmat
Other
CM-Primary Services
Pre-Construction-Constructability Review
Pre-Construction-Scheduling
Construction Phase Scheduling
Safety Review
Construction Phase Technical Staffing
MWBE & EEO
Commissioning Agent
Engineering
Indoor Air Quality Testing
Inspection Services
Balancing
2018
SUNY Office for Capital Facilities

13. Request for Qualifications
SUNY Form
2018
SUNY Office for Capital Facilities

14. SUNY Office for Capital Facilities
Advertisement
Advertisement for at least 15 business days prior to the bid due date
Individual ad for contracts in excess of $50,000
Request qualifications from a minimum of five consultants
2018
SUNY Office for Capital Facilities

15. SUNY Office for Capital Facilities
Selection Committee
A minimum of three members are required
If interviews are held, all voting committee members must attend all interviews
At a minimum the committee chair must have completed the Consultant Selection Training
2018
SUNY Office for Capital Facilities

16. Procurement Lobbying Act
Limits communications during the Restricted Period – from Contract Reporter Ad to Contract Execution
All inquires must be directed to the Designated Contact
Requires vendor affirmation, certification and disclosure of compliance
Applicability: >$15,000
SUNY Procedure #7552
NYS State Finance Law § 139-j
2018
SUNY Office for Capital Facilities

17. Procurement Lobbying Act For more, read Procedure 7552
“Contact” means an oral, written or electronic communication to SUNY related to the procurement by or on behalf of the Offerer during the Restricted Period that could be inferred as intending to influence the procurement
"Restricted period" means from the earliest written notice, advertisement or solicitation of a request for proposal, invitation for bids, or solicitation of proposals, or any other method for soliciting a response from offerers intending to result in a procurement contract   
For more, read Procedure 7552
2018
SUNY Office for Capital Facilities

18. Contact your campus ethics officer or counsel
Conflict of Interest
A conflict of interest occurs when the Committee member or an immediate family member (spouse/domestic partner, parent, sibling or child) has a financial interest in or has been employed by any of the firms under consideration within the previous two years.
Contact your campus ethics officer or counsel
2018
SUNY Office for Capital Facilities

19. SUNY Office for Capital Facilities
Short List
Brief review of all Submittals of Qualifications
Each committee member individually completes a Short List Rating Form ( )
Short List Ratings are complied in the Short List Summary Form ( )
2018
SUNY Office for Capital Facilities

20. SUNY Office for Capital Facilities
Short List
At a minimum the five firms with the highest ratings are to continue in the selection process.
In the event that the fifth and sixth firms’ ratings are tied both firms are to continue in the selection process.
Ratings may be reconsidered if pool of firms is too large or too small
Provide the MWBE Program Coordinator copies of the Submittal of Qualifications and Sub-consultant Staffing Lists (SUNY Form , 116 or 117) for each short listed firm
2018
SUNY Office for Capital Facilities

21. MWBE Program Coordinator
Reviews MWBE and SDVOB documentation which is required with the submittal of qualifications
Approves whether the MWBE component is meaningful and acceptable using GFE Evaluation & Rating Form ( )
Collaborates with MWBE campus facilities & design professionals to complete reviews
Approves the Sub-consultant Staffing List (Form , 16, 17) after selection
Roles and
Responsibilities
2018
SUNY Office for Capital Facilities

22. MWBE Program Coordinator
Evaluates Good Faith Efforts and provides the GFE Form ( ) to the selection committee
The selection committee uses this information to determine the MWBE rating on the Consultant Selection Rating Form ( )
2018
SUNY Office for Capital Facilities

23. Do not write comments on the score sheets.
Evaluating Firms
Detailed review of Submittal of Qualifications
Site visits and Interviews, as applicable
Contact References (Form )
Committee members individually complete the Consultant Selection Rating Form ( )
Score in ink.
Do not write comments on the score sheets.
2018
SUNY Office for Capital Facilities

24. SUNY Office for Capital Facilities
Evaluating Firms
2018
SUNY Office for Capital Facilities

25. SUNY Office for Capital Facilities
Evaluating Firms
Consultant Selection Rating Form ( )
Firm Qualifications and Experience (20 Pts.)
Personnel Qualifications and Experience (20 Pts.)
Previous Experience with Work Specific to Project Scope (20 Pts.)
Approach & Capability (20 Pts.)
MWBE Utilization (10 Pts.)
References (10 Pts.)
2018
SUNY Office for Capital Facilities

26. Forms available online
Make Selection
Compile the Selection Committee members individual scores
The highest ranking consultant is determined by calculating the average of all Selection Committee member’s scores
Forward a Letter of Intent (Form ) to the most qualified consultant
Forms available online
2018
SUNY Office for Capital Facilities

27. Negotiate a Fair and Reasonable Fee
Request and evaluate the cost proposal
Hours
Rates
Multipliers
No cost proposals are to be submitted with the qualifications. Cost proposals are to be requested after a consultant selection is made.
2018
SUNY Office for Capital Facilities

28. Consultant Procurement Checklist
Link to form
Ensure all required documentation is submitted
2018
SUNY Office for Capital Facilities

29. Consultant Agreements <$25,000
2018
SUNY Office for Capital Facilities

30. SUNY Office for Capital Facilities
Agreements <$25K
Campus Documentation
Purchase Order or Agreement
Exhibit A
Project scope and requirements
If processed as a Contract - Campus Procurement Certification (Form XV, Procedure 7553)  
2018
SUNY Office for Capital Facilities

31. Consultant Documentation
Agreements <$25K
Consultant Documentation
Procurement Lobbying Forms (applies >$15,000)
Certificates of Insurance
Certificate of Workers Comp and Disability
OSC Form A - State Consultant Services Contractor’s Planned Employment (applies >$15,000; applicable to salaries, does not include travel or reimburseables)
2018
SUNY Office for Capital Facilities

32. SUNY Office for Capital Facilities
2018
SUNY Office for Capital Facilities

33. SUNY Office for Capital Facilities
Jessica R. Miller
Campus Let Contracts
2018
SUNY Office for Capital Facilities