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  • Complete the RFP Package 

    1. The RFP Prep Form

    2. Your draft Scope of Work (SOW) - choose either the Project Specific or Work Order template

      The SOW describes the work to be performed, specific milestones, reports, deliverables, assumptions, etc. Tasks consist of activities (verbs) and deliverables consist of work products created by tasks (nouns, tangible items)

    3. Your draft evaluation criteria

      The evaluation criteria defines qualifications of the prime consultants, subconsultants, and key personnel that the agency thinks are necessary to successfully perform the work. It is used to grade proposals and should address the contract risks. It serves as the roadmap for proposers to understand what is most important in their response.

     

    The templates include sustainability language to help align your scope of work and evaluation criteria with the Sustainable infrastructure scorecard. You will also will select equity in design criteria describing specific actions the firm will commit to and expected outcomes during implementation of the Scope of Work that will align with the County Equity and Social Justice Plan.


    You can find information and links for Consultant Roster Contracts on SharePoint.

  • Submit the service request for a New Solicitation (Architecture, Engineering and Professional Services) 

    Attach a compressed (zipped) file with:

    • RFP Prep Form
    • Draft Scope of Work
    • Draft Evaluation Criteria

    You'll get an email from your P&P Contract Specialist with a contract number and "next steps." Discuss the procurement schedule and any questions with your assigned Contract Specialist.

  • Submit a service request for Subcontracting/Apprenticeship Opportunities Analysis Worksheet (SOAW). 

    Attach the Scope of Work (SOW); see the SOAW Guide for assistance.

    The Business Development & Contract Compliance team will assign requirements for small business utilization that will be incorporated into the RFP. To avoid delays, finalize contract funding before submitting the SOAW.

  • Email the Insurance Requirements Form (IRF) to the Office of Risk Management. 

    Attach the Scope of Work (SOW) and copy your P&P Contract Specialist and backup Contract Specialist. Risk Management will assign insurance requirements for the contract. If you have questions or concerns about Risk's determination, contact them to discuss.

    All email communications about the contract should include the contract number in the subject line and copy ("Cc") the back-up contract specialist.

  • Finalize the RFP and draft Agreement documents 

    Collaborate with the contract specialist using track changes in the SharePoint Collaborate site "Solicitations" library.

    Check all documents for consistency and completeness. Areas we commonly see inconsistencies are: Phasing, funding, estimates, body of work description, SOAW, and insurance.

  • P&P will advertise the RFP solicitation in newspapers and online 

    Forward all questions to the Contract Specialist; you'll be asked to assist P&P in preparing a formal response. P&P will issue changes to the RFP or Agreement as addenda.

  • Attend the Pre-Proposal Meeting 

    This meeting is to introduce the contract to consultant community & review together:

    • Proposal submittal requirements
    • Contract requirements
    • (Agency provides) scope of work highlights
    • Proposer firms can network/check out the competition

    The Contract Specialist will post the Attendees List to the online solicitation in Online Vendor Registration (OVR).

  • Attend the kick-off meeting. 

    Receive the proposals; review the Proposal Evaluation Instructions and schedule.

  • Review proposals individually 

    Each member of the Evaluation Panel will review proposals individually using the Proposal Evaluation Instructions. Assign each evaluation criterion in the proposal a word score: Unacceptable, Acceptable, Good, or Outstanding.

    Take notes on your scoring rationale and bring them to the proposal evaluation meeting.

  • Attend the proposal evaluation meeting 

    The Panel will meet and come to consensus on a word score for each evaluation criterion and then score the criterion by assigning points.

  • Interview top-scoring proposers (as needed) 

    If there is no clear break between the top proposers during consensus scoring, interviews can be scheduled to better understand the proposers' interpretation of the scope of work and identify the most qualified proposer.
    Proposal score + Interview score = Final Rank. (See the Interview Evaluation Instructions.)

  • Notice of Selection 

    Once a decision is made, P&P will email a Notice of Selection to the highest ranked proposer and notices of non-selection to other proposers. P&P will email the Evaluation Panel's scoring, comments, and final ranking to each proposer.

  • Participate in debriefs (if applicable) 

    The proposers may request a debrief to understand why their proposal was scored the way it was and how they can be more competitive in the procurement process next time. Use the Proposal Debrief Guidelines.

  • Consultant submits financial documents to P&P 

    P&P reviews costs and issues draft Contract Rates to the Project Representative (PR) and Consultant. See the list of Negotiation FAQs.

  • Project Specific ONLY: Negotiate with the Consultant Team immediately 

    Begin project specific negotiations immediately after P&P issues the Notice of Selection.


    Compensation for work and services is based on a cost plus fixed fee basis not to exceed the Total Price. Compensation and the Total Price shall be the sum of Direct Labor Costs, Indirect Costs, Other Direct Costs and a Fixed Professional Fee.

    Using the LOE as the template for the agency's estimate makes negotiating faster and easier to compare "apples to apples" with the Consultant's proposed LOE.

  • Negotiate profit with Consultant 

    Profit is negotiated with the Consultant using the ranges established by the agency Project Representative and the P&P Contract Specialist based on the Scope of Work complexity and risks. Things that typically drive up risk include: stakeholder coordination, constrained schedule, insurance requirements, sub-consultant participation, etc.

    Only profit is negotiated for work order contracts.

  • Request Project Control Office (PCO) Review if contract value is $2 million or more

    The P&P PCO must review the negotiations if the total contract value (including phased work) is $2 million* or more. The Contract Specialist will submit a Service Request for Cost Price Analysis PRE-Award Review.

    *DNRP- Wastewater Treatment Division (WTD) contracts only require PCO review if the total contract value (including phased work) is $4 million or more.

  • Complete the Record of Negotiation (RoN) 

    Complete the Record of Negotiation (See RoN Quick Guide) required by Executive Policies: CON 7-7-2 CON 7-8-3.
    This document is never sent to P&P but is kept with your agency contract records.

  • Email a draft Contract Authorization Memo (CAM) to P&P 

    Choose either Project Specific,  or Work Order, CAM; send a draft to your P&P Contract Specialist. For Project Specific, also send the LOE and Scope of Work so they can perform a quality control check.

  • Submit the signed Contract Authorization Memo 

    Send the signed CAM to P&P to indicate negotiations are complete and the agency is ready to execute a contract with the Consultant.

  • Confirm your agency DocuSign workflow 

    The Contract Specialist will send you the DocuSign workflow on file; please review carefully to avoid delays.
    We recommend you change or remove anyone who is not necessary to the process, or anyone who will be out of the office.

  • Approve the Agreement 

    Using DocuSign, your agency will Review and Approve the agreement. Agency staff can also track the agreement throughout the approval workflow.

  • Download the executed Agreement 

    Download the executed electronic agreement for your agency's records, then issue a Notice to Proceed.

  • Negotiate Contract Amendment 

    1. Submit the Service Request for "Cost Price Analysis / Post Award" to request P&P review. This is required for ODC and overhead rate changes or new sub-consultants. Attach the Post Award Cost Price Intake form.

    2. If you've completed your own Cost Price Analysis for adding new employees or updating labor rates, submit your review via the PCO SharePoint Collaboration site.

    3. The Constract Specialist will submit the Service Request for "Finance PCO Review of Amendment" and attach the draft amendment, justification, scope of work, and schedule.

  • Finalize Contract Amendments 

    1. Sign and execute the Amendment

    2. Submit the Service Request "Process Contract Change Order/Amendment - Process AEP" and attach a copy of the signed amendment.

  • Monitor Contract Compliance Administration 

    1. Timely invoice processing (are we paying them on time?)

    2. Scope deliverables met on schedule.

    3. Consultant performance meeting quality expectations.

    4. Budget monitoring.

    5. Consultant Monthly Reporting (different for project vs. work order).

    6. Hold payment requests if BDCC notifies you the Consultant is not reporting in DCMS.

  • Close out Contract (consult your internal Project Management Manual) 

    1. Complete the Close Out Checklist

    2. Submit the Service Request "Close CPA - AEP Services CPA" and attach Close Out Checklist 

    3. Manage all Contract records for the required retention period 

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