1

Technical Assistance - PTAB

Selecting and Hiring the Design Professional

Dave Maxwell, P.E.

Chairman, New Mexico Professional Technical Advisory Board

Chief Executive Officer, Engineers Inc.

575-538-5395 dave@engineersinc.com

Professional Technical Advisory Board (PTAB)

State Law requires that design professionals be hired through a qualifications based selection (QBS) process for public works projects.

PTAB assists communities in selecting and hiring design professionals through the QBS process

2

Why Use QBS to Select Design Professionals?

Streamlined Project Delivery Lower Life Cycle Costs Satisfied Constituents Satisfied Stakeholders Satisfied Regulators Securing Project Funding

3

Owner Manual forQualification-Based Selection

Path 1. NMED Web-Site2. Programs3. Construction

Programs Bureau4. Professional

Technical Advisory Board

5. PTAB Manual – Word Doc Download

5

The QBS ProcessSTEP 1

The general scope of work is identified.

STEP 1The general

scope of work is identified.

STEP 2The selection time frame is established.

STEP 2The selection time frame is established.

STEP 3The Request for

Proposals is developed and

published.

STEP 3The Request for

Proposals is developed and

published.

STEP 4A pre-proposal meeting and tour may be held to answer all questions at

one time. 

STEP 4A pre-proposal meeting and tour may be held to answer all questions at

one time. 

All firms are informed of their rating

and ranking.

All firms are informed of their rating

and ranking.

STEP 6A short list of firms to be

interviewed is determined. (if necessary)

STEP 6A short list of firms to be

interviewed is determined. (if necessary)

STEP 7Interviews are conducted and

the firms ranked for selection.

STEP 7Interviews are conducted and

the firms ranked for selection.

STEP 8*Negotiations are conducted relative to scope, services, fee and payment

schedules.

STEP 8*Negotiations are conducted relative to scope, services, fee and payment

schedules.

 

A contract covering the negotiated

items is executed.

 

A contract covering the negotiated

items is executed.

 All firms involved

receive post-selection

communication.

 All firms involved

receive post-selection

communication.

STEP 5Proposals are received and

evaluated.

       

*If an agreement cannot be reached with the top ranked firm, negotiations are ended and negotiations begin with the second ranked firm, and so on down the list until an agreement is reached or new RFP issued.

Assignment of Professional Technical Advisor (PTA)

Contact Dawn Tibbets, PTAB Administrator at:

Phone: 505-881-1257 Fax: 505-830-1670 E-mail: ptab@acecnm.org

Important Aspects of Requests for Proposals

(RFP)

Project Description Evaluation Criteria Compliance with State Law

7

Project Description

• Overview of System• Problems (Symptoms) Being

Corrected • Project Scope • What is Desired from the

Professional • What is the Desired Time Frame for

Completion 8

Project Description – Poor Example

The Small Communities MDWCA wants to hire an Engineer for water system improvements.

9

Project Description – Good Example

The Small Communities MDWCA (Association) was organized in 2002 to assist property owners south of Big Town including the unincorporated villages and subdivisions of Richardson, Johnson, King, Caruthers and Anaya. The current number of homeowners in and near Richardson is approximately 85 families. However, the service area will be larger and divided in phases according to need, community interest and commitment, eventually including approximately 185 families. Currently we are all on individual or shared domestic wells. 18 wells have gone dry in the last 4 months.

The Association wishes to obtain the services of a Professional Engineer to provide planning, design and construction management services to construct a public water system. Assistance with determining and securing water rights is also needed.

Proposal must include information that demonstrates the offeror’s ability to provide planning, design and construction management services for rural New Mexico water systems, ability to assist with water permits and paperwork, study of water availability, experience with funding agencies in our state, experience with regional collaboration, and knowledge of New Mexico Drinking Water Regulations, specifically ground water sources.

10

Evaluation Factors – Poor Example

Specialized planning design and technical competence

Capacity and capability Past record of performance Familiarity with the contracting agency Current volume of work with the

contracting agency that is less than 75% complete

The amount of design work to be done in New Mexico

11

12

1. Specialized planning, design and technical competence with rural communities. The consultant shall include a list of the last three projects of a similar nature with telephone contact information. The examples should describe the difficulty of operating and maintaining the facilities designed by the consultant.

2. Experience with assisting MDWCAs in obtaining project funding. The consultant shall describe at least three projects and provide a description of the assistance provided

3. Capacity and capability of the consultant to perform the work within the communities timeframe. The consultant shall provide a summary of the project approach and schedule for the work. Include resumes of the project personnel that will be assigned to this work and actually be working on the project for the duration. List team members % of time devoted to this project

4. Past record of performance on the three similar projects itemized in Item #1 above, including the record of engineer's construction estimate versus actual bids and non-client initiated change orders. Also include a record of contracted versus actual delivery dates for study and design deliverables.

5. Proximity to or familiarity with the community's needs. The consultant should include a summary of their understanding of the problems and alternatives for this project.

6. Current volume of work with the community that is less than 75% complete. The consultant must provide a list of all work in progress with the community, including the dollar amount of the contract and the percentage complete.

Example of Optional Item

Other Evaluation Factors to Consider

Plan for Project Management and Communications

Plan for Quality Assurance/Control Experience/Familiarity with Project

Stakeholders Experience and Approach for Handling

Construction Claims Experience with Start-Up and Operation of

Facilities Experience with Public Involvement

13

Why Hire Design Professional Before Seeking Funding?

Adequately defined scope Adequate estimate of costs Realistic Project Schedule Confidence of Funding Agencies

14