Recommendation Concerning the Establishment of a Committee for the Selection of the Design/Build Entity for the New County Correctional Facility - David W. Wheeler, CFM, Facilities Management Department Director
That the Board approve the establishment of a committee to participate in the selection of the Design/Build (DB) Entity for the design and construction of the new County Correctional Facility. This selection committee will be attending numerous meetings throughout the process, evaluating written information, attending interviews, scoring DB Entities utilizing objective criteria, and ranking and recommending DB Entities to the Board of County Commissioners.
Recommended composition of the 8-member selection committee:
County Administration - 2 Representatives
Corrections Department -2 Representatives
Facilities Management Department -1 Representative
Public Works Department – 1 Representative
Sheriff's Office – 1 Representative
Court Administration - 1 Representative |
Escambia County requires the assistance of a committee of professionals willing to participate in the selection of the Design/Build (DB) Entity for the New County Correctional Facility. These professionals will be required to attend a number of meetings throughout the process, evaluate written information submitted by the proposed DB entities, attend interviews of potential DB entities, and score the proposed DB entities utilizing an objective criteria established by the committee.
Role of the Design Criteria Professional (DCP)
Escambia County has contracted with the DLR Group to serve as the DCP for the project. The DCP will prepare a package of information to be provided to the prospective DB Entities. This package of information defines the physical requirements for the project including construction standards, schedule, and space requirements by department. In this role, the DCP will participate as advisors to the Selection Committee and to the overall selection process. The DCP will not participate in the scoring or ranking of the Design/Build Entities or be a voting member of the Selection Committee.
The Selection Process:
The method for the selection of the Design/Build entity is expected to be a two-phase process. The first phase in the process is referred to as the Request for Qualifications (RFQ). In this phase, the prospective DB entities will submit qualifications for evaluation by the selection committee. There may be oral presentations made by the prospective DB entities as well. The selection committee will evaluate and determine a “shortlist” of DB entities that is allowed to proceed to the next phase. Typically, the shortlist will contain no more than three (3) DB entities.
In the second phase of the process, typically referred to as the Request for Proposal (RFP) phase, the shortlisted DB entities will be provided the Design Criteria Package prepared by the DCP. Contained within this package of information will be construction quality standards, design drawings, site information, engineering system narratives, and other physical requirement information. The DB entities will then prepare documents and a formal response to the requirements for the project including an estimated cost for the work. While total construction cost will be a significant factor, the objective of the selection process is to identify the DB Entity/Proposal that represents the best value to the County. The Selection Committee will then evaluate the information provided by the DB entities and score the proposals. Once the scoring is completed, the selection committee will prepare a ranking and recommendation for the selected DB entity. The Board of County Commissioners will be presented with the recommendation from the selection committee and will vote to take action on the recommendation.
Selection Committee Responsibilities:
- Attend designated monthly meetings
- Assist the DCP and County Office of Purchasing with the creation of relevant evaluation criteria
- Review drafts of RFQ and RFP information provided by the County
- Provide an unbiased review of information provided by the DB proposers at both the RFQ & RFP Stages
- Participate in the evaluation of oral presentations by DB proposers at RFQ & RFP Stages
- Rank Order & Shortlist a maximum of 3 (three) DB Entities at the RFQ Stage to receive the RFP
- Rank Order and make recommendation to the BOCC for final selection of a DB entity
Anticipated Timeline: (Note: DB Entities Selection Timeline may be compressed after further discussions with County Administration, Purchasing and the BOCC)
Sept. 1, 2016 – Tentative Approval of the Establishment of a Selection Committee
Sept. 8, 2016 – Selection Committee Kick-off meeting and appointment of Chairman
Oct. 12, 2016 - Final Review Meeting Draft RFQ
Oct. 19, 2016 – Tentative BOCC workshop for RFQ review
Oct. 31, 2016 – Issue the RFQ
December 12-30, 2016 – Review DB entities response to RFQ
Jan. 6, 2017 – Interview DB entities
Jan. 13, 2017 – Publish Short-list of DB entities
March 13, 2017 – Issue RFP to short-listed entities
July 3-28, 2017 – Evaluation of RFP response
August 4, 2017 – Interview DB entities (if required)
August 14, 2017 – Ranking of DB entities announced
September, 2017 – BOCC approval and contract award
Recommended representation on the Selection Committee:
2 – County Administration Representatives
2 – Corrections Department Representatives
1 – Facilities Management Department Representative
1 – Public Works Department Representative
1 - Sheriff’s Office Representative
1 – Court Administration Representative
8 total participants
Advisors:
Technical Advisor, DLR Group
Process Advisor, Office of Purchasing |