Ohio Administrative Code › Title 153:2 - Department of Transportation (Division of Planning and Design) › Chapter 153:2-1 - Professional Design Services › Section 153:2-1-05 - Selection process

Current through all regulations passed and filed through July 1, 2024
(A) For every
			 professional design services contract, the statements of qualifications for
			 professional design firms shall be reviewed and evaluated, upon submission.
(B) A committee convened by the
			 director of transportation shall review and evaluate the statement of
			 qualifications using a pre-established project criteria.
(C) The committee shall issue a list of no
			 fewer than three firms, and preferably five firms, rated qualified to perform
			 the required services. Upon written notification to the director of
			 transportation or designee that fewer than three qualified firms are available,
			 those firm(s) shall be selected.
(D) A scope clarification meeting shall be
			 conducted with the firms listed. The discussions shall be designed to further
			 explore the scope and nature of the services required, the various technical
			 approaches the firms may take toward the project, unique project requirements,
			 the project schedule, the conceptual schematic design, and the project budget.
			 Depending on the unique nature of the project, the meeting may include a
			 physical site visit. Any questions must be resolved at this meeting and shared
			 with all participants, precluding any further contact with the committee.
(E) The firms will be asked to
			 supplement their statement of qualifications with a technical proposal in
			 accordance with the final scope of services and project requirements as may
			 have been clarified at the scope clarification meeting.
(F) Each professional design firm requested
			 to submit a technical proposal shall be informed of the date, time and location
			 for such submittals.
(G) The
			 director of transportation shall convene an evaluation committee which shall
			 review the technical proposal and interview the firms.
(H) The committee shall evaluate, select and
			 rank all the firms which were interviewed (no fewer than three) and determined
			 to be the most qualified to provide the required professional design services
			 based on their qualifications and technical proposals.
(I) Upon written notification to the director
			 of transportation or designee that fewer than three qualified firms are
			 available, those firm(s) shall be selected and ranked.
(J) If one firm is determined to be most
			 qualified, the committee shall notify the director of transportation, and shall
			 ask the firm to submit a lump sum fee proposal. If more than one firm is
			 determined to be equally most qualified, then each firm shall be asked to
			 submit a lump sum fee proposal. The firm(s) may submit a revised technical
			 proposal.
(K) The firm submitting
			 the lowest fee proposal shall be determined to be most qualified. A contract
			 shall be negotiated with the firm ranked most qualified to perform the required
			 services at a compensation determined, in writing, to be fair and reasonable to
			 the state.
(L) Contract
			 negotiations shall be directed toward:
(1)
			 Ensuring that the professional design firm and the using agency have a mutual
			 understanding of the essential requirements involved in providing the required
			 services, including meeting established total project budget;
(2) Determining that the firm will make
			 available the necessary personnel, equipment and facilities to perform the
			 services within the required time;
(3) Agreeing upon compensation which is fair
			 and reasonable, taking into account the estimated value, scope, complexity and
			 nature of the services.