Develop the Shortlist

Contract Procurement : Select the Most Qualified Firm : Develop the Shortlist

Contracting at Caltrans A&E Contracting History Approaches

Concepts Process DPAC Resource Development

Matching Exercise Knowledge Check

Centralized Decentralized Blended

Allocations Object Codes Budget Class COST Report Mitigation Costs

Contract Manager Contract Types

Scope

State Estimate

DBE DVBE Cost & Term Payment Consultant Selection Procurement Matching Exercise Knowledge Check

On-Call Project Specific

General: On-Call Detailed: Project Specific

Detailed: On-Call Detailed: Project Specific

A&E Contract Management

Task Orders

Progress Meetings

Amendments

Scope Schedule Cost & Payments

Matching Exercise Knowledge Check

Oversight / Q.A. Monitor Performance Contract Kick-off Meeting Consultant Progress Personnel Substitutions Files / Record Keeping

Task Order Development Task Order Request Contract Authority Draft Task Order State's Cost Proposal Consultant's Cost Proposal Task Order Negotiation Task Order Execution Task Order Kick-off Meeting

Meeting Agenda Meeting Minutes

Contract Amendments Task Order Amendments Amendment Approval Process

Budgets / Funding Payments to Consultants Relationships Acceptance Requirements Communication Evaluations DBE & DVBE Disputes Terminations

Task Order Closeout

Contract Closeout

Admin Issues Final Invoice Approval Post-Closeout

Matching Exercise Knowledge Check

Final Inspection Task Order Closeout

Completion of Work Prompt Closeout

Disencumber Evaluation Update Records Post Audits

Develop the Shortlist

These instructions also can be found
on the Caltrans intranet at:
http://admin.dot.ca.gov/pc/doc/aestand.doc

Using Form ADM 2027 (Architectural & Engineering Consultant Evaluation Form), Initial Evaluation), each member of the consultant selection committee independently evaluates each proposal in terms of the technical criteria listed in the RFQ. Committee members are given approximately 5 working days to complete and submit their individual reviews of the SOQs to DPAC. The CM facilitates and coordinates the consultant selection committee's activities. In districts where the CSU is not configured according to PMD 008, the CM may elect to delegate these responsibilities.

IMPORTANT:
If fewer than 3 responsive SOQs are received, it may be necessary to re-advertise the RFQ.
DPAC and the CM will work together to determine the best course of action.

The score sheets are submitted by the CM or committee members to the contract analyst for review, correctness, tabulation, and ranking of scores. After input from the committee and the DPAC A&E Coordinator, the CM submits the shortlist of the most qualified firms to the DPAC contract analyst. Typically, the committee interviews a minimum of three firms to determine the top-ranked firm for the contract. More firms may be interviewed if there are several well-qualified firms. DPAC validates the final scores and ranking list.