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Consultant Selection General Management Policy-ProcedureENGINEERING GENERAL MANAGEMENT POLICY/PROCEDURE NUMBER E-1 PAGE 1 OF S ISSUED 01/04/19 APPROVED BY EXECUTIVE DIRECTOR TOPIC: Consultant Selection Procedure for Selection of Engineering, Surveying, Architectural and Construction Management Consultants SUPERSEDES PREVIOUS ISSUE DATED 12/12/03 & 3/1/11 & 1/22/14 PURPOSE To identify procedures for procurement of engineering, architectural, and survey consultants interested in providing professional services for the District. POLICY I. Prequalification Requirements A. Must have a full-time office within the District boundary. The office shall have the capabilities and staff to produce an architectural, surveying, or engineering product, such as construction drawings, easement plats, surveys, reports and other related work. The office must be open and manned during normal company work hours and serve as a self-sufficient office for the company. B. Must have at least one engineer/architect/surveyor registered in the State of Missouri on staff to be responsible for and seal all work. C. Must be qualified and experienced in architecture, surveying, civil, or environmental engineering work. To be considered qualified, a consulting firm must provide verifiable documentation of experience in the area of expertise necessary for the size and discipline of the proposed project to be considered. This will generally consist of the design of sanitary sewers, sewage treatment facilities, pump stations, infrastructure rehabilitation, and storm drainage facilities such as sewers, culverts, channels, detention basins, overflow structures, and land or topographic surveys. D. Poor past performance may result in the District rescinding or denying prequalification. II. Prequalification Process A. Must submit Prequalification Questionnaire(see Engineering Department for Questionnaire) and Insurance Certificate, which is to be updated annually. The insurance certificate shall indicate compliance with all the District's current insurance requirements, including professional liability limits. The annual prequalification forms will be used to formulate a pre -qualified list of consultants to be used for consideration in the selection of firms to provide professional services as required. ENGINEERING III. Consultant Procurement Process NUMBER E-1 PAGE 2 OF 8 ISSUED 01/04/19 A. For projects that are less than $500,000 in estimated fees, usually two projects will be selected for proposals from three consultants on the current pre -qualified list. Those consultants that can meet all the District's insurance requirements, including the required professional liability/errors and omissions coverages and annual aggregate requirements and who have expressed an interest in a particular set of projects will be considered for an applicable selection list; or For projects that exceed $500,000 in estimated fees, the District will send out a Request for Qualifications (RFQs) and will solicit pre -qualified consultants that have interest in being considered for any/or all projects. B. A Short List Committee consisting of the Director of Engineering, an Assistant Director of Engineering or Operations, and the Director of Operations shall prepare a short list, with the Manager of Diversity Programs overseeing compliance with District diversity goals. For projects less than $500,000, a short list of at least three (3) consultants shall be developed for each project or each grouping of projects from a list ofpre-qualified consultants. For projects over $500,000, a short list of at least three (3) consultants will be developed from the consultants that have submitted a response to a Request for Qualifications for an identified project. If a project receives proposals from less than three qualified consultants, other consultants may be asked to submit on the project based on the consultant's general qualifications. Consideration will be given to project team and key members, personnel availability/workload, past performance/project experience, and backlog of all team members. For projects over $500,000 that require a Request for Qualifications, a diversity multiplier will be applied to the final score consisting of the following: WBE prime or African American, Asian American, Native American MBE prime — 10%; ability of prime to meet minority and women local office workforce goals — 10%; and ability of prime to meet half of both minority and woman local office workforce goals — 5%. Prime may utilize local office workforce of sub- consultant(s) towards a total maximum 10% workforce multiplier. (See Attachment A — Diversity Multiplier Worksheet.) C. Request for Proposals (RFP) shall be sent to the short listed firms. D. All proposals will be date stamped upon receipt by the District. Proposals not submitted on time will not be eligible for consideration. E. The composition of the Selection Committee shall not include any members of the Short List Committee unless it is deemed necessary by the Executive Director. The Selection Committee will consist of at least five individuals. It shall consist of two Assistant Directors of Engineering, and three Assistant Directors or management personnel from the Engineering or the Operations Department as appropriate. The Manager of Diversity Programs will oversee compliance with District diversity goals. ENGINEERING NUMBER E-1 PAGE 3 OF 8 ISSUED 01/04/19 F. Using a point system, all proposals shall be individually evaluated by each Committee member for each consultant's understanding of the project and technical approach, project manager and team, personnel availability, project design schedule, related project experience/past performance, and backlog for the entire team. On projects less than $500,000, only prime backlog will be considered. On all proposals, a diversity multiplier will be applied to the final score consisting of the following: WBE prime or African American, Asian American, Native American MBE prime — 10%; ability of prime to meet minority and women local office workforce goals —10%; and ability of prime to meet half of both minority and woman local office workforce goals — 5%. Prime may utilize local office workforce of sub-consultant(s) towards a total maximum 10% workforce multiplier. (See Attachment A — Diversity Multiplier Worksheet.) The selection of consultants shall be based on the highest number of first place selections by the Selection Committee. In case of a tie, the total number of points shall decide the consultant to be awarded the project. The District has the right to reject any or all proposals. The recommended lists of selected consultants shall be forwarded to the Executive Director for final approval. G. The District will request a fee proposal from the selected consultants. The proposals shall include a re -statement of the definition of the project scope, technical and management approaches, project manager and staffing, schedule and MWBE subcontractors. Fees shall be submitted on a lump sum or cost plus fixed fee basis as directed by the District. Contracts shall be negotiated to ensure the best and fairest rates are obtained by the District for the services required. H. If a reasonable contract cannot be negotiated for a project, the District will repeat this process with the next acceptable consultant. If no contract can be negotiated, then the procurement process will be repeated with all new consultants. I. The Fee Proposal will become part of the approved contract for each project. J. The Notice to Proceed with the services shall be sent with the signed contracts only after District Board approval and verification of proper and current insurance requirements by the Office of General Counsel. During each project's work period a suspense file of all insurance certificates and their expiration dates will be maintained so that the consultant may be notified by the District to submit new certificates in a timely manner, preventing lapse of coverages. These certificates also will be verified by the Office of General Counsel. K. In special cases, for unusual or unique projects, negotiations with qualified consultants, who do not have offices in St. Louis, as defined in Paragraphs I.A. through I.D., will be undertaken only after written justification by the Director of Engineering and the approval of the Executive Director. L. Upon project completion the District will prepare a performance evaluation on the quality of the design services completed to include the consultant's ability to meet all schedules, and design the project within budget requirements. The consultant shall be briefed and the evaluations shall be filed for use in future selection processes. ENGINEERING IV. Watershed Consultant Procurement Process NUMBER E-1 PAGE 4 OF 8 ISSUED 01/04/19 A. The Watershed Consultant Procurement Process shall be used for those contracts specifically offered to address issues over a large geographical area that are grouped by watersheds and/or specific areas of expertise. This process is planned to be used to address many issues identified in the District's consent decree with the Federal Government. B. The District will send out Requests for Qualifications (RFQs) and will solicit pre -qualified consultants that have interest in being considered for any/or all projects. C. A Short List Committee consisting of the Director of Engineering, an Assistant Director of Engineering or Operations, and the Director of Operations shall prepare a short list, with the Manager of Diversity Programs overseeing compliance with District diversity goals. The short list will consist of at least three (3) consultants developed from the consultants that have submitted a response to a Request for Qualifications for an identified project. If a project receives proposals from less than three qualified consultants, other consultants may be asked to submit on the project based on the consultant's general qualifications. Consideration will be given to project team and key members, personnel availability/workload, past performance/project experience, and backlog of all team members. A diversity multiplier will be applied to the final score consisting of the following: WBE prime or African American, Asian American, Native American MBE prime — 10%; ability of prime to meet minority and women local office workforce goals —10%; and ability of prime to meet half of both minority and woman local office workforce goals — 5%. Prime may utilize local office workforce of sub-consultant(s) towards a total maximum 10% workforce multiplier. (See Attachment A — Diversity Multiplier Worksheet.) D. Request for Proposals (RFP) shall be sent to the short listed firms. E. All proposals will be date stamped upon receipt by the District. Proposals not submitted on time will not be eligible for consideration. F. The composition of the Selection Committee shall not include any members of the Short List Committee unless it is deemed necessary by the Executive Director. The Selection Committee will consist of at least five individuals. It shall consist of three Assistant Directors of Engineering or Operations, and two management personnel from the Engineering or the Operations Department as appropriate. Additional non -voting members maybe added to provide technical input. The Manager of Diversity Programs will oversee compliance with District diversity goals. ENGINEERING NUMBER E-1 PAGE 5 OF 8 ISSUED 01/04/19 G. Using a point system, all proposals shall be individually evaluated by each Committee member for each consultant's understanding of the project and technical approach, the demonstrated skills and availability of the project team, related project experience/past performance, backlog of all team members, and the quality of the teams' oral presentation (if required). A diversity multiplier will be applied to the final score consisting of the following: WBE prime or African American, Asian American, Native American MBE prime — 10%; ability of prime to meet minority and women local office workforce goals — 10%; and ability of prime to meet half of both minority and woman local office workforce goals — 5%. Prime may utilize local office workforce of sub-consultant(s) towards a total maximum 10% workforce multiplier. (See Attachment A — Diversity Multiplier Worksheet.) The selection of consultants shall be based on the highest number of first place selections by the Selection Committee. In case of a tie, the total number of points shall decide the consultant to be awarded the project. The District has the right to reject any or all proposals. The recommended lists of selected consultants shall be forwarded to the Executive Director for final approval. H. The District will request a project rate structure and an annual fee proposal from the selected consultants. The proposals shall include a re -statement of the definition of the project scope, technical and management approaches, project manager and staffing, schedule and MWBE subcontractors. Fees shall be submitted on a cost plus fixed fee basis as directed by the District. Contracts shall be negotiated to ensure the best and fairest rates are obtained by the District for the services required. I. If a reasonable contract cannot be negotiated, the District will repeat this process with the next acceptable consultant. If no contract can be negotiated, then the procurement process will be repeated with all new consultants. J. The Fee Proposal will become part of the approved contract for each project. K. The Notice to Proceed with the services shall be sent with the signed contracts only after District Board approval and verification of proper and current insurance requirements by the Office of General Counsel. During each project's work period a suspense file of all insurance certificates and their expiration dates will be maintained so that the consultant may be notified by the District to submit new certificates in a timely manner, preventing lapse of coverages. These certificates also will be verified by the Office of General Counsel. L. In special cases, negotiations with qualified consultants, who do not have offices in St. Louis, will be undertaken only after written justification by the Director of Engineering and the approval of the Executive Director. M. The District will prepare an annual performance evaluation on the quality of the design services completed to include the consultant's ability to meet all schedules, and design the project within budget requirements. The consultant shall be briefed and the evaluations shall be filed for future use. ENGINEERING ATTACHMENT A METROPOLITAN ST. LOUIS SEWER DISTRICT ENGINEERING PROFESSIONAL SERVICES DIVERSITY MULTIPLIER CALCULATION WORKSHEET FOR SELECTIONS ONLY NUMBER E-1 PAGE 6 OF S ISSUED 01/04/19 Starting multiplier - 1.000 Vendor Diversity (only one category allowed) Is prime firm a WBE or Asian -American MBE? If yes, enter 0.100 - Is prime firm an MBE other than Asian or Hispanic -American? If yes enter 0.100 - PRIME CONTRACTOR VENDOR MULTIPLIER SUB -TOTAL (1.000 to 1.100) ENTER THE TOTAL ON LINE 1 OF LAST SHEET Workforce Diversity — Prime Consultant Minority Women may count as either Women or Minorities at the proposer's discretion, but not both. Count all full time personnel working in your office for this calculation regardless of job duties. Full time personnel shall have worked for the company for the past three months and during that period must average at least 30 hours of work per week. COUNT FULL-TIME PERSONNEL ONLY! a. Total Local Office Workforce - b. Women in Local Office Workforce - c. Minorities in Local Office Workforce - d. "b" divided by "a" (drop all decimals/fractions) - % e. "c" divided by "a" (drop all decimals/fractions) -% f. If "d" is 32% or greater, ENTER 0.025 ON LINES 2 AND 3 OF LAST SHEET g. If "d" is 16% or greater, ENTER 0.025 ON LINE 3 OF LAST SHEET UNLESS THERE IS ALREADY A VALUE ENTERED h. If "e" is 18% or greater, ENTER 0.025 ON LINES 4 AND 5 OF LAST SHEET i. If "e" is 9% or greater, ENTER 0.025 ON LINE 5 OF LAST SHEET UNLESS THERE IS ALREADY A VALUE ENTERED Sub -consultant workforce scoring: Use only if a minimum of 25% of the annual value of work is sub -contracted. Minority Women may count as either Women or Minorities at the proposer's discretion, but not both. Count all full time personnel working in your office for this calculation regardless of job duties. Full time personnel shall have worked for the company for the past three months and during that period averaged 30 hours of work per week. COUNT FULL-TIME PERSONNEL ONLY! ENGINEERING NUMBER E-1 PAGE 7 OF 8 ISSUED 01/04/19 Names of sub -consultants performing at least 25% of total contract included in calculation (add more lines if needed) Name of Sub -consultant Signature of Representative j. Combined Total Local Office Workforce of all listed sub -consultants - k. Women in Combined Total Local Office Workforce - I. Minorities in Combined Total Local Office Workforce - m. "k" divided by "j" (drop all decimals/fractions) - n. "I" divided by "j" (drop all decimals/fractions) - % o. If "m" is 32% or greater, ENTER 0.025 ON LINES 2 AND 3 OF LAST SHEET UNLESS A VALUE IS ALREADY ENTERED p. If "m" is 16% or greater, ENTER 0.025 ON LINE 3 OF LAST SHEET UNLESS THERE IS ALREADY A VALUE ENTERED q. If "n" is 18% or greater, ENTER 0.025 ON LINES 4 AND 5 OF LAST SHEET UNLESS A VALUE IS ALREADY ENTERED r. If "n" is 9% or greater, ENTER 0.025 ON LINE 5 OF LAST SHEET UNLESS THERE IS ALREADY A VALUE ENTERED FINAL MULTIPLIER TABULATION 1. PRIME CONTRACTOR VENDOR MULTIPLIER 2. WOMAN WORKFORCE 32% OR GREATER 3. WOMAN WORKFORCE 16% OR GREATER 4. MINORITY WORKFORCE 18% OR GREATER 5. MINORITY WORKFORCE 9% OR GREATER 6. FINAL MULTIPLIER (TOTAL OF 1 THRU 5) (1.000 thru 1.200) ENGINEERING NUMBER E-1 PAGE 8 OF 8 ISSUED 01/22/14 The undersigned certifies on behalf of the entity submitting this Report that the above information is true and accurate as of the date set forth below: Name of Entity Signature of Authorized Representative