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From page 23... ...
23 Procuring professional services begins with identifying the project needs; selecting people and processes to develop the scope, schedule, and cost; choosing the most effective delivery mechanism; developing the decision-making process; and managing internal resources to administer, document, and close-out the process (see Figure 3-1)
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24 Procuring and Managing Professional Services for Airports Figure 3-1. Critical path -- procurement.
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Procurement Process 25 any pricing information (e.g., estimate number of hours to accomplish the project, hourly rates, and overhead rates)
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26 Procuring and Managing Professional Services for Airports Streamlining should be done cautiously when the project being procured is complex, unusual, or long term. Do the Research Research is often an overlooked element to a successful procurement process and is necessary for both the airport agency and the PSP.
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Procurement Process 27 • Agency and Stakeholders. There needs to be mutual understanding of each other's roles and responsibilities, constraints, and opportunities.
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28 Procuring and Managing Professional Services for Airports Airport are examples of agencies that partnered with the audit and legal departments throughout the procurement and management of professional services processes. Both of these agencies reported that the inclusion of the audit and legal departments resulted in fewer amendments and disputes during projects.
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Procurement Process 29 • Interviews. The research indicated that some airports perform an interview for every procurement while other airports rarely interview.
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30 Procuring and Managing Professional Services for Airports Pre-Procurement Strategies Agencies should consider the following strategies prior to issuing the solicitation. Scope Development Project Definition The project definition should clearly define the service needs (e.g., planning and on-call)
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From page 31... ...
Procurement Process 31 local FAA office prior to solicitation to ensure the selected project delivery method is approved for AIP-funded projects. Checks and Balances During the pre-procurement process, the agency can check to safeguard that the procurement process is balanced and fair.
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From page 32... ...
32 Procuring and Managing Professional Services for Airports be tailored to the need and reflect the airport agency's mission and goals for budget and schedule. The following tasks should be completed during the selection process: • A detailed project description, scope, and schedule should be included in the solicitation.
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From page 33... ...
Procurement Process 33 the committee to satisfy each stakeholder's priorities and needs. The selection criteria should be clearly and concisely communicated to the PSPs as part of the solicitation.
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34 Procuring and Managing Professional Services for Airports evaluated and ranked, the requirement for an interview should be determined. Interviews are necessary if there is a need for further information or on a complex assignment.
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From page 35... ...
Procurement Process 35 Tools The most valuable tools in procurement are a solid knowledge of procurement policies, laws, regulations, funding sources, and project delivery methods; clear, consistent communication, including regular meetings and frequent contact with stakeholders, partners, and PSPs; properly prioritized needs; a strong understanding of each project; and a well-researched, thoughtfully developed scope-schedule-cost where the scope is clear and detailed, the cost estimate is accurately researched, and the schedule includes all key milestones. Whenever AIP funding is involved, strong comprehension of the requirements of the FAA is essential.
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36 Procuring and Managing Professional Services for Airports implement only the modules needed in a phased approach. Some challenges facing agencies in implementing new eProcurement technology include financial constraints, resistance to change, chaotic workflow, and lack of leadership.
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From page 37... ...
Procurement Process 37 Websites • FAA Airport Improvement Program (AIP) http://www.faa.gov/airports/aip/ • FAA Procurement and Contracting Under AIP http://www.faa.gov/airports/aip/procurement/ • Project Planning, Delivery and Controls.
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From page 38... ...
38 Procuring and Managing Professional Services for Airports FAA Forms (Available at the FAA website) • FAA Advisory Circular (AC)
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