Practices for Developing Transparent Best Value Selection Procedures (2015)

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58 APPENDIX B Case Example Questionnaire The goal of this synthesis is to capture the various ways in which transportation agencies and other public engineering agencies are developing selection methodologies that support transparency and fairness of best value procurements. The objectives of the case examples are to: (1) supplement and validate the findings from the survey; (2) identify selection methodologies that support transparent best value award; (3) identify examples of success factors on developing transparent best value selection procedures; and (4) obtain specific process examples including: • Evaluation criteria; • RFP project or template examples; • Evaluation training or procedures examples; • Process flow charts; and/or • Agency checklist that supports a fair best value approach. A. Proposal Evaluation Criteria 1. When evaluating best value selection, what criteria do you use? a. Does your agency have a standard set of criteria or a template with potential criteria? b. Please explain if/how each criterion contributes to transparency of the selection process? c. Please review this standard checklist if a written list is not available. – Price (initial capital cost) – Life Cycle – Technical Proposal Responsiveness – Project Schedule Evaluation – Past Project Performance – Key Personnel Experience and Qualification – Project Management Plan – Safety Record and/or Plan – Quality Management Plan – Subcontractor’s Information – Environmental Considerations 2. Does your agency evaluate alternative designs in best value selection? a. If yes, what criteria are used? b. What processes are in place to ensure transparent selection? 3. How does your agency share these evaluation criteria with the proposers? a. Are they explicit or implicated in the RFP/RFQ? b. Are they provided with weights or an order of importance? B. Selection Methodologies 1. Does your agency have a manual or document that specifically describes the best value selection procedures? a. Is there a standard procedures document? b. Is it adjusted for each project selection? 2. Does your agency meet with proposing contractors during the procurement process? a. Are these meetings mandatory? b. Are the meetings open to all proposers at once or individually? c. If they are individual meetings, how does the agency determine what is private and what is confidential? 3. When scoring best value criteria, what methods do you use? a. Direct point scoring? b. Adjectival scoring? c. Is the method conveyed in the RFP?

59 4. When awarding best value projects, what selection algorithms do you use? Please explain how this algorithm contributes to transparency of the selection process. a. Use these algorithms as a checklist for review. – Meets Technical Criteria-Low Bid – Fixed Price—Best Proposal – Adjusted Bid – Adjusted Score – Weighted Criteria – Quantitative Cost Technical Tradeoff – Qualitative Cost Technical Tradeoff C. Evaluation Committee Structure 1. How does your agency organize its best value selection committee to ensure transparent and objective selection? a. Does your organization use a non-voting facilitator to clarify the proposal? b. Does your agency use a contractor representative? 2. Does your agency require training for best value selection process? a. Is the training formalized in your agency? b. Can you provide us with an example? 3. Are evaluators isolated during the technical scoring process? 4. Does your organization have an oversight committee to supervise entire best value process? D. Debriefing Procedures 1. How does your agency conduct debriefing for unsuccessful proposers? a. Is it done in person, over the phone, in writing? b. Is it done with each individual proposer or as a group? c. When is the review conducted? 2. Do you have written procedures for what to share with unsuccessful proposers? a. Can unsuccessful proposers see the proposals from other firms? b. Can you share any written guidance on what is confidential and when information can be shared? E. Industry Outreach Efforts 1. How does your agency work with industry to conduct best value procurements? a. Did you work with industry to develop the initial procedures? b. Do you continue to work with industry to review/refine the procedures? 2. How does your agency minimize the overall industry cost of developing proposal, but still maintain transparent and a fair best value approach? F. Lessons Learned 1. What lessoned learned would you share with other agencies to help promote transparency in best value selection? 2. Has your agency ever been involved in a best value selection protest? a. What was the outcome? b. Is this public record and can we obtain a copy of the findings?