Ohio Administrative Code › Title 1501 - Department of Natural Resources - Administration and Director › Chapter 1501-3 - Professional Design Services › Section 1501-3-05 - Selection process

Current through all regulations passed and filed through July 1, 2024
(A) For every professional design services
			 contract, a committee convened by the director or the director's designee shall
			 review and evaluate, using pre-established project criteria, the statements of
			 qualifications provided  by professional design firms in response to the announcement
			 of the project. Any professional design firm that fails to submit a
			 statement of qualifications on the standard form
			  in response to a specific project
			 announcement will not be considered for that project.
(B) The committee shall issue a list of no
			 fewer than three firms, rated fully qualified to perform the required services.
			 Upon written notification to the director that fewer than three qualified firms
			 are available, those firms shall be listed.
(C) If deemed to be necessary by the
			 committee , a scope clarification meeting shall be conducted with
			 all of the firms listed under paragraph (B) of this rule. The meeting shall be
			 designed to explore further the scope and nature of the services required, the
			 project schedule, the project budget, any unique project requirements, the
			 conceptual or schematic design or other data developed in the pre-design phase,
			 and the various technical approaches that the firms may take toward the
			 project. Depending on any unique features of the project, the meeting may
			 include a site visit. Any questions must be addressed at this meeting and
			 shared with all participants, precluding any further contact with the
			 committee. If necessary, written responses to any unresolved questions arising
			 at the meeting will be provided to all participants.
(D) Each listed firm
			 under
			 paragraph (B) of this rule shall be asked to supplement its statement of
			 qualifications with a technical proposal in accordance with the final scope of
			 services and other project requirements as may
			 have been presented at a scope
			 clarification meeting. Each professional design firm requested to submit a
			 technical proposal shall be informed of the date, time and location for such
			 submittal. A firm that elects not to submit a technical proposal when requested
			 to do so shall no longer be considered in the selection process for the
			 project.
(E) The committee shall
			 review the technical proposals and may interview individually all of the firms
			 that submitted technical proposals .
(F) The committee shall then evaluate, select
			 and rank all the firms which submitted technical proposals and/or were
			 interviewed and shall identify the firm or firms
			 determined to be most qualified to provide the required professional design
			 services based on their qualifications
								as presented in the technical
			 proposal, and/or interview.
			 The committee shall notify the director of the ranking of the firms.
(G) If only one firm is rated most qualified,
			 the chief engineer shall ask the firm to submit a lump sum fee proposal for the
			 project. If more than one firm is determined to be equally most qualified, then
			 each firm so rated shall be asked to submit a lump sum fee proposal based upon
			 contract conditions and deliverables to be required of the selected firm.. Each
			 firm may submit a revised technical proposal with its fee proposal and may be
			 required to undergo a second interview if one was previously held in the
			 selection process.
(H) When more
			 than one firm is determined to be equally most qualified, the firm submitting
			 the lowest fee proposal for completion of the work in a manner that meets the
			 contract conditions and deliverables 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.
(I)
			 Contract negotiations shall be directed toward:
(1) Ensuring that the professional design
			 firm and the department have a mutual understanding of the essential
			 requirements involved in providing the required services, including meeting the
			 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.