9-Evaluation Criteria and Qualification Submission 26-0214.pdf

RFQ 26-0214

Request for Qualifications for Architectural Design of the Public Works South

Field Operations Facility

Evaluation Criteria and Qualification Submission

The City will conduct a comprehensive and impartial evaluation of all responsive qualifications received in response to this RFQ. The City reserves the right to use any and all reasonable and relevant criteria in making its decision as to the most advantageous respondent. Discussions may be conducted with vendors determined to be reasonably qualified, and the City reserves the right to reject any and all qualifications. The City reserves the right to determine the overall qualifications under the RFQ.

A committee comprised of various city staff will evaluate all responsive qualifications. At the City’s option or in order to make a final determination, respondents may be invited to a second round of scoring which may include oral presentations or interviews. The evaluation committee will determine the responsiveness and acceptability of each qualification according to established criteria.

Vendors shall be treated fairly and equally with respect to any opportunity for discussion and revision of their offer. To obtain the best and final value offers, revisions may be permitted after submissions and before award of the Contract.

The City will evaluate and score each of the qualification submittals received from responsive respondents based on established criteria listed below. Only the top ranked respondents will proceed to the Negotiation Phase. No order of preference is required during this phase.

Evaluation Criteria:

An evaluation committee will assess the information provided by respondents in response to the criteria established below. The scores of all evaluators will be used to determine the ranking of each qualification. Qualifications will be evaluated on a matrix of the following criteria/weights.

Maximum Possible Points

Evaluation Criteria

Previous Experience of Similar Projects

• Previous successful experience of the firm(s) and key personnel on projects of similar scope, size, and complexity.

Evaluation will consider the quality and relevance of the five (5) representative projects submitted, including project delivery performance, budget control, and ability to meet client requirements.

Firm’s Approach to the Work

• Demonstrated understanding of the project requirements and proposed approach to delivery. Evaluation will include project management methodology, design approach, coordination strategies, stakeholder communication, scheduling, budgeting, quality control, and ability to deliver a functional, efficient, and maintainable facility.

Composition of the A/E Project Team

• Professional background, experience, and qualifications of the proposed A/E Project Team. Evaluation will consider team organization, role clarity, compatibility, and prior collaboration.

Additional consideration will be given to the diversity, capability, and qualifications of subconsultants, as well as the team’s demonstrated integrity, professionalism, and competence.

Ability to Perform the Work Required

• Demonstrated capability to successfully execute the work within the required schedule. Evaluation will include staffing availability, workload capacity, and the ability to meet key milestones and deadlines. Firms shall provide narrative and graphical schedules illustrating their proposed approach to completing the project.

Completeness of Response and Quality of Prior Work

• Quality of prior work as demonstrated through client references, project outcomes, and claims history. Evaluation will consider client satisfaction, performance reliability, and overall success in delivering similar projects.

• Completeness, organization, and clarity of the submitted response. Evaluation will consider the firm’s ability to follow instructions, provide all required information, and present a well-structured and professional response.

100 TOTAL POINTS

Each vendor is responsible for submitting all relevant, factual, and correct information with their submission. The evaluation committee will assign a ranking score to each vendor based on the available data.

Short-Listing:

The Evaluation Committee at its sole discretion may create a short-list of the highest scored qualifications based on the preliminary evaluation against the evaluation criteria. Only those short-listed Respondents would be invited to participate in interviews and/or presentations, demonstrations or product testing. Upon conclusion of any interviews and/or presentations, demonstrations or product testing, the Evaluation Committee will finalize the scoring against the evaluation criteria.

Oral Presentations:

Respondents who submit a QUALIFICATION in response to this RFQ may be required to give an oral presentation of their QUALIFICATION to the City. The City will schedule the time and location of these presentations. Oral presentations are an option of the City and may or may not be conducted.

Notwithstanding the possibility of a request for an on-site interview and presentation, Respondents shall not rely on the possibility of such a request and shall submit a complete and comprehensive written response to this solicitation. Any costs incurred for the interviews and the oral presentation are the responsibility of the Respondent.

The Evaluation Committee will then discuss the oral presentation results and arrive at an overall score for each respondent. Negotiations with the respondent having the highest overall score will then begin.

Negotiations:

If negotiations do not result in a contract, the city will then begin negotiations with the respondent having the second highest overall score. This process will continue until either a contract is awarded or the RFQ is cancelled. Once the city and the respondent determine that an agreement cannot be reached and the decision is made to move on to the next highest scoring respondent, negotiations cannot be reconvened with a respondent with whom agreement previously could not be reached.

Other Considerations:

The City reserves the right to consider historical information and facts, whether gained from the qualification, references, or any other source, in the evaluation process, including Respondent’s past working or business relationship with the City, if any.

The City will also consider the impact on the ability of the City to comply with rules, policies, and practices relating to contracting with historically underutilized businesses and nonprofit organizations employing persons with disabilities. The City reserves the right to consider a Firm’s background, personnel, experience, financial and other references, exceptions to this RFQ or subsequent contract, and any working relationships, past or present, a respondent may have with its other clients.