1. Documenting Competitive Negotiation Procurement Procedures WisDOT – Consultant Services Lisa Stern, P.E. QBS Documentation Requirements

2. Qualification Based Selection (QBS) For the selection of engineering and design related services on the basis of demonstrated competence and qualifications for the type of professional services required and negotiation of a fair and reasonable compensation. quality based versus priced based selection

3. QBS Required by… The Brooks Act (40 U.S.C. 1101-1104) established in 1972. Requires negotiation of contracts on the basis of demonstrated competence and qualifications, at fair and reasonable prices - as specified in 23 U.S.C. 112(b)(2)(A), 23 CFR 172.5(a)(1), and 40 U.S.C. 542. WisDOT procedures outlined in Chapter 8 of the Facility Development Manual (FDM).

4. When are QBS Procedures used? Generally required when procuring engineering and design related services using federal funds where those services are related to a construction project. Engineering and design related services include: program management, construction management, feasibility studies, preliminary engineering, design engineering, surveying, mapping, and/or architectural related services. SOURCE: (FHWA, Procurement, Management, and Administration of Engineering and Design Related Services – Question and Answers)

5. What are the QBS Requirements? Preparing and documenting a scope of work, evaluation factors, and cost estimate prior to solicitation A public announcement/advertisement Documentation of Consultants proposal (NOI) Evaluation of current statements of qualifications Selection and ranking of a minimum of three firms Negotiation of Contract Monitoring Progress of Contract/Work Evaluation of Work at Completion/Final Invoice

6. Monitoring Progress of Design Contracts & Work Orders Design and Design Related Projects/Contracts and Work Orders Progress Report DT1509 or Approved Alternative Consultant must submit a Progress Report with each invoice, regardless of the contract type (Actual Cost vs Lump Sum). Design documentation saved in project file by PM or Supervisor

8. Monitoring Progress of Construction Contracts & Work Orders Construction Projects/Contracts, incl. Local Program Project progress meetings per CMM 2-18.3.1 Document that WisDOT is performing appropriate oversight of project the meeting notes must include: who prepared the minutes, date of visit/meeting and a list of attendees (important to note representation, i.e. WisDOT or firm) Construction documentation saved in region central file, project field records, daily diary or region share drive by PM or Supervisor

9. Performance Evaluations Required by FHWA as part of QBS process. Use of performance data in future evaluation and ranking of consultant during selection for similar services. Currently required for each contract >$10,000. Required for work orders >$10,000 on full service Master Contracts

10. Performance Evaluations Work orders on specialty Master Contracts performance evaluation is currently optional FY2012 about 60% of required final evaluations are being completed and turned into Central Office. Documentation saved in project file and sent to Central Office Contract Administration Unit with final Invoice by Contract Specialist.

12. Contact Information Lisa Stern, P.E. Bureau of Project Development – Consultant Services 4802 Sheboygan Ave Madison, WI 53705 (608) 267-7327 lisa.stern@dot.wi.gov www.dot.wisconsin.gov/business/engrserv/engserv.htm

13. Questions? QBS Documentation Requirements