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Home My Public Portal AboutResolution 1774RESOLUTION NO. 1774 A RESOLUTION ADOPTING A QUALITY BASED SELECTION (QBS) POLICY FOR THE VILLAGE OF PLAINFIELD WHEREAS, the Village of Plainfield receives federal funds for consultant related engineering services,the Village's consultant Quality Based Selection(QBS)process must comply with written policies and procedures which meet the requirements of 23 CFR 172 and the Brooks Act; and WHEREAS,the Village President and Board of Trustees have determined that it is in the Village of Plainfield's best interest to adopt a formal policy for its consultant Quality Based Selection QBS)process, attached hereto and incorporated herein as Exhibit"A"; and WHEREAS, the proposed consultant Quality Based Selection (QBS) process substantially follows Section 5-5 of the Illinois Department of Transportation (IDOT) Bureau of Local Roads and Streets (BLRS) Manual, and specifically Section 5-5.06(e), therefore separate approval from IDOT is not required; and NOW, THEREFORE, BE IT RESOLVED, by the Village President and the Board of Trustees in the Village of Plainfield, Will and Kendall Counties, Illinois, as follows: 1. The Village President and Village Board hereby adopts a policy for consultant Quality Based Selection (QBS)process, which is substantially the same as Exhibit"A" attached hereto and incorporated herein. ADOPTED this 7th day of October, 2019, pursuant to a roll call vote as follows: AYES: Wojowski, Benton, Bonuchi, Calkins,Larson,Newton NAYS: None ABSENT: None APPROVED, by the Village President on October 7, 2019. ICHAEL P. 1 LLINS VILLAGE PRESIDENT ATTEST: ez2} VILLAGE CLERK EXHIBIT A Village of Plainfield Qualification Based Selection for Engineering and Professional Services The Village of Plainfield may receive federal funds to fund engineering and design related consultant services. Our written policies and procedures as describe herein for Qualification Based Selection (QBS) will meet the requirements of 23 CFR 172 and the Brooks Act. 1. Initial Administration - The Village of Plainfield QBS policy and procedures assigns responsibilities to the Director of Public Works, Superintendent of Public Improvements, Lead Engineer, and/or Staff Engineers within the Village of Plainfield's organization for the procurement, management, and administration for consultant services. 2. Written Policies and Procedures - The Village of Plainfield believes their adopted QBS written policies and procedures substantially follows Section 5-5 of the BLRS Manual and specifically Section 5-5.06(e), therefore; approval from IDOT is not required. 3. Project Description - The Village of Plainfield will use the following five items when developing the project description and may include additional items when unique circumstances exist. Describe in general terms the need, purpose, and objective of the project; Identify the various project components; Establish the desired timetable for the effort; Identify any expected problems Determine the total project budget. 4. Public Notice - The Village of Plainfield will post an announcement on our website https://www.plainfield-il.orq and/or publish an ad in a newspaper with appropriate circulation. The item will be advertised for at least 14 days prior to the acceptance of proposals, and at least twice in the newspaper and/or on continuous display on our website. 5. Conflict of Interest - The Village of Plainfield requires consultants to submit a disclosure statement with their procedures. The Village of Plainfield require the use of the IDOT BDE DISC 2 Template as their conflict of interest form. 6. Suspension and Debarment - The Village of Plainfield will use SAM Exclusions, IDOT's CPO's website and the three other state CPO's websites to verify suspensions and debarments actions to ensure the eligibility of firms short listed and selected for projects. 7. Evaluation Factors - The Village of Plainfield allows the Director of Public Works, Superintendent of Public Improvements, Lead Engineer, and/or Staff Engineers to set the evaluation factors for each project but must include a minimum of five criterion and stay Page 1 of 3 EXHIBIT A Village of Plainfield Qualification Based Selection for Engineering and Professional Services within the established weighting range. The maximum of DBE and local presence combined will not be more that 10% on projects where federal funds are used. Project specific evaluation factors will be included at a minimum in the Request for Proposals. Criteria and weighting per the Village's QBS procedures Technical Project Approach (10-30%) Firm Experience (10-30%) Specialized Expertise (10-30%) Staff Capabilities (Prime/Sub) (10-30%) Work Load Capacity (10-30%) Past Performance (10-30%) Local Presence* Participation of Qualified and Certified DBE Sub-Consultants* The combined total of these two items cannot exceed 10%) 8. Selection - The Village of Plainfield requires a minimum three-person selection committee. Typically, the selection committee members include the Director of Public Works, Superintendent of Public Improvements, Lead Engineer, and/or Staff Engineers. The selection committee members must certify that they do not have a conflict of interest. Selection committee members are chosen by the Director of Public Works for each project. The Village of Plainfield requires each member of the selection committee to provide an independent score for each proposal using the form below prior to the selection committee meeting. Criteria Weighting Points Firm 1 Firm 2... Firm X Criterion 1 Criterion 2... Criterion X Total 100% The selection committee members' scores are averaged for a committee score which is used to establish a short list of three firms. The committee score is adjusted by the committee based on group discussion and information gained from presentations and interviews to develop a final ranking. If there are other firms within 10% of the minimum score, the Director of Public Works, Superintendent of Public Improvements, Lead Page 2 of 3 EXHIBIT A Village of Plainfield Qualification Based Selection for Engineering and Professional Services Engineer, and/or Staff Engineers may choose to expand the short list to include more than three firms. 9. Independent Estimate - The Village of Plainfield will prepare an independent in-house estimate for the project prior to contract negotiation. The estimate is used in the negotiation. 10. Contract Negotiation - The Village of Plainfield requires a two-person team to negotiate with firms. The team consists of any combination of the Director of Public Works, Superintendent of Public Improvements, Lead Engineer, and/or Staff Engineers. Members of the negotiation team may not delegate this responsibility to staff members. 11. Acceptable Costs - The Village of Plainfield requires the Superintendent of Public Improvements and/or Lead Engineer to review the contract costs and the indirect cost rates to assure they are compliant with Federal cost principles prior to submission to IDOT. 12. Invoice Processing - Village of Plainfield requires the Superintendent of Public Improvements, Lead Engineer and or Staff Engineers assigned to any project using federal funds to review and approve all invoices prior to payment and submission to IDOT for reimbursement. 13. Project Administration - The Village of Plainfield requires the assigned staff to monitor work on the project in accordance with the contract and to file reports with the Superintendent of Public Improvements and/or Lead Engineer. The Village of Plainfield procedures require an evaluation of the consultant's work at the end of each project. These reports are maintained in the Village of Plainfield consultant information database. The Village of Plainfield follows IDOT's requirements and the required submission of BLRS Form 05613 to the IDOT district at contract close-out along with the final invoice. Page 3 of 3