835 R.I. Code R. 835-RICR-30-00-1.9

Current through December 3, 2024

Section 835-RICR-30-00-1.9 - Selection of Architectural, Engineering, Consulting, or Resident Engineering Services

1.9.1Public Announcement

A. The NBC shall give public notice of the need for architectural, engineering, consulting, or resident engineering services that are reasonably estimated to exceed $20,000. Such public notice shall be published sufficiently in advance of the date when responses must be received in order to allow interested parties an adequate opportunity to submit a statement of qualifications.

B. The notice shall contain a brief statement of the services required, describe the project, and specify how a solicitation containing specific information on the project may be obtained.

C. The notice shall be published in a newspaper of general circulation in the State of Rhode Island and in such other publications as determined by the NBC.

1.9.2Solicitation

A. A solicitation shall be prepared that describes the proposed project and the information that must be submitted to the NBC for evaluation and sets forth the evaluation criteria. It shall be distributed to interested persons upon request.

B. For services reasonably estimated to exceed $20,000, a meeting shall be held by the staff member in charge of the project for the purpose of describing the criteria to be used in evaluating the statement of qualifications and selection of firms to all interested parties. Criteria shall include but are not limited to:

1. Competence to perform the services as reflected by technical training and education; general experience; experience in providing the required services; and the qualifications and competence of persons who would be assigned to perform the services; and

2. Ability to perform the services as reflected by work load and the availability of adequate personnel, equipment, and facilities to perform the services expeditiously; and

3. Past performance as reflected by the evaluation of private persons/entities and officials of other governmental entities that have retained the services of the firm with respect to such factors as control of cost, quality of work, and an ability to meet deadlines; and

4. The proposed approach to the project, where applicable.

C. The Scope of work shall be discussed and further defined at the bidder's conference, including on-site visits, if appropriate.

1.9.3Review and Evaluation of Statement of Qualifications and Proposals for Architectural, Engineering, and Resident Engineering Services

A. The Chief Purchasing Officer may designate a Project Manager who will coordinate a Review Committee to complete the initial review and rating of the statements of qualifications. All statements of qualifications shall be evaluated in accordance with criteria set forth in the solicitation for architectural, engineering, and resident engineering services.

B. Once the Review Committee has rated the statements of qualifications, the Project Manager shall submit the names of all firms submitting qualification statements, along with the recommendation of the firms that are considered to be the most professionally and technically qualified to the Chief Purchasing Officer.

C. The Chief Purchasing Officer shall review the recommendation of the Project Manager to ensure that all policies, procedures, technical, and financial considerations have been addressed and shall select a short list of firms that will receive a request for proposals.

D. Upon receipt of the short list of qualified firms from the Chief Purchasing Officer, the Project Manager will forward a request for proposals to the firms. Depending upon the complexity of the project, the Project Manager may conduct a pre-proposal conference prior to the submission of the formal proposals.

E. The Project Manager and the Review Committee may conduct interviews of the firms after the proposals are submitted. The appropriate Board Committee shall be notified of the time, date, and location of the interviews. The interviews shall be conducted by the Project Manager and members of the Review Committee designated by the Chief Purchasing Officer. The Project Manager may, with the approval of the Chief Purchasing Officer, require that additional information on proposals be submitted from the firms to be interviewed prior to the interview. Once the interviews have been concluded, the Project Manager shall submit a summary of the evaluations of the proposal and interview to the Chief Purchasing Officer.

F. The Chief Purchasing Officer or his/her designee shall consider the evaluations of the Project Manager, the qualifications of the firm, the quality of the proposal, as well as the price in selecting or considering his/her recommendation to the appropriate Board Committee.

1.9.4Review and Evaluation of Statement of Qualifications and Proposals for Consulting Services

A. For consulting services, the Chief Purchasing Officer or his/her designee shall review the qualification statements and proposals submitted by firms.

B. The Chief Purchasing Officer or his/her designee shall consider any evaluations of staff, the qualifications of the firm, the quality of the proposal, as well as the price in developing his/her recommendation to the appropriate Board Committee.

1.9.5Concurrent submittal and evaluation of Requests for Qualifications and Proposals

A. The NBC may, when determined to be in its best interest, solicit Requests for Qualifications and Requests for Proposals (RFQ/RFP) for architectural, engineering, consulting, and resident engineering services in one solicitation.

B. The Chief Purchasing Officer may designate a Project Manager who will coordinate a Review Committee to complete the review and rating of the statements of qualifications and proposals. All statements of qualifications and proposals shall be evaluated in accordance with criteria set forth in the solicitation for architectural, engineering, consulting, and resident engineering services.

C. Depending upon the complexity of the project, the Project Manager may conduct a pre-proposal conference prior to the submission of the statement of qualifications and proposal.

D. The Project Manager and the Review Committee may conduct interviews of the firms after the statement of qualifications and proposals are submitted. The appropriate Board Committee shall be notified of the time, date, and location of the interviews. The interviews shall be conducted by the Project Manager and members of the Review Committee designated by the Chief Purchasing Officer. The Project Manager may, with the approval of the Chief Purchasing Officer, require that additional information on the statement of qualifications and proposals be submitted from the firms to be interviewed prior to the interview.

E. Once the Review Committee has evaluated the statements of qualifications and proposals and has conducted interviews, the Project Manager shall submit a summary of the evaluations of the statement of qualifications, proposal, and interview to the Chief Purchasing Officer.

F. The Chief Purchasing Officer shall review the recommendation of the Project Manager to ensure that all policies, procedures, technical, and financial considerations have been addressed.

G. The Chief Purchasing Officer or his/her designee shall consider the evaluations of the Project Manager, the qualifications of the firm, the quality of the proposal as well as the price in developing his/her recommendation to the appropriate Board Committee.

1.9.6 Final Selection of Architectural, Engineering, Consulting, and Resident Engineering Services

A. For every project that requires architectural, engineering, consulting, or resident engineering services, the fees for which are not reasonably expected to exceed twenty thousand dollars ($20,000), the Chief Purchasing Officer shall be responsible for the final selection of a qualified architectural, engineering, consulting, or resident engineering services firm for such project. Upon a decision by the Board, the Chief Purchasing Officer's authority to make final selections may be increased beyond the $20,000 allotment.

B. The Chief Purchasing Officer shall use the criteria set forth in R.I. Gen. Laws § 37-2-66 in making such selection. That determination shall be justified in writing.

C. For architectural, engineering, consulting, and resident engineering services greater than $20,000, the Chief Purchasing Officer, or his/her designee, shall submit his/her recommendation to the appropriate Committee of the Board as determined by the Chief Purchasing Officer. The Committee shall submit its recommendation for a preferred vendor to the Board. The Board shall vote on the recommendation of the Committee. An affirmative vote authorizes the award and directs the Chairman and the Chief Purchasing Officer to negotiate a contract within the specific limitations of the Board's Resolution. A negative vote returns the item to the Committee for further action.

1.9.7Issuance of Notice to Proceed

Upon execution of the negotiated contract by all authorized parties, the Chief Purchasing Officer shall issue a Notice to Proceed to the vendor pursuant to the provisions of such contract.

835 R.I. Code R. 835-RICR-30-00-1.9