Interview Shortlisted Firms

Contract Procurement : Select the Most Qualified Firm : Interview Shortlisted Firms

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

Interview Shortlisted Firms

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

The DPAC Scheduler coordinates with the DPAC coordinator and DPAC contract analyst.

Schedule consultant interviews.
Secure interview rooms for needed dates and times.
Invite Committee Selection panel members.

The RFQ includes the submittal date for the SOQ, and dates on which the interviews and negotiations will take place.

Interviews are usually held 10 days after the SOQ submittal.
Negotiations are usually held 10 days after the interviews.

The Contract Manager:

Prepares the interview questions with assistance from committee members and forwards to DPAC Coordinator (this should be done during the advertisement period).
Ensures committee members listed on the selection committee participation memo have confirmed their participation for the interview.
Ensures a minimum of three committee members are in attendance at the interviews.

The DPAC Coordinator:

Reviews and approves structured interview questions prepared by the consultant selection committee.
Facilitates and acts as a chairperson during the interview.

Interviews are structured and conducted in a formal manner. Each consultant may be required to make a presentation as to how its team proposes to perform the contract work specified in the RFQ. The same structured pre-approved questions are then asked of each consultant.

Follow-up questions may be asked by the panel and must be specific to each consultant, based upon the reference checks and strengths and weaknesses identified during evaluation of the SOQ, or presentation material. Do not ask a question that allows consultants to change their answer given during the structured Q&A session.

Interview participants may include:

DPAC chairperson, a non-voting member
CM (may participate)
Members of the consultant selection committee
CSU Chief (observer or panel member, if qualified)
DPAC contract staff (observer)

For A&E contracts, the Department requests that each shortlisted firm submit a sealed cost proposal at the interview.

Only committee members who scored the SOQs are allowed to participate as voting members of the interview selection panel.