HomeMy WebLinkAboutPROCUREMENT SOP #04 - Best Qualified RFQ-SOQ for A&E; RFP (for Non-A&E) (april 2023)Revision March 2023 Staff Contact: Finance Administrator Kari Roller
PROCUREMENT SOP #04
Best Qualified:
RFQ/SOQ for A&E Services
RFP for non-A&E Services
1. Applicability:
The RFQ process is applicable for A&E services which are services provided by any persons other than
an employee of the City of Renton, that fall under the general statutory definitions of:
• Architecture (RCW 18.08)
• Engineering (RCW 18.43)
• Land Surveying (RCW 18.43)
• Landscape Architecture (RCW 18.96)
State licenses and certifications are required in these professions.
A&E agreements are awarded primarily based on qualifications rather than cost in a process known
as qualifications-based selection (QBS). The QBS process recognizes that the lowest price should not
be a factor for selecting highly skilled design services for essential public facilities and infrastructure.
The RFP process is applicable for non-A&E services which are services not defined by RCW 39.80.
2. Process:
Step 1 – Solicitation and Vendor Selection:
The solicitation should be conducted in a manner that equitably distributes the opportunity among
appropriate vendors.
Project managers may use appropriate MRSC rosters to review consultant-submitted statement of
qualifications (SOQ) or solicit via request for proposals (RFP) or request for qualifications (RFQ)
project-specific SOQs from consultants; review SOQs against project criteria; interview one or more
consultant firms when feasible; rank the consultant firms and then negotiate scope of work and price
with most-qualified consultant firm. If the project manager is unable to negotiate a fair and
reasonable price with the selected firm, they may negotiate with the next most-qualified firm or firms
until an agreement is reached or the process is terminated (RCW 39.80.050).
For A&E services, fees for services cannot be considered during the selection process.
Revision March 2023 Staff Contact: Finance Administrator Kari Roller
Project managers may also use the following process to solicit RFPs for non-A&E services or RFQs for
A&E services:
Prepare the RFP/RFQ packet:
Title of project
Nature and scope of work
Submittal information and deadlines
Staff contact information
Sample contract template
Scoring criteria
Prepare a one-page advertisement for the RFP/RFQ:
Title of project
Summarized nature and scope of work
Submittal information and deadlines
Staff contact information
Instructions on how to download the full RFP/RFQ
o Additional instructions for virtual/electronic submittals and meeting information (if
applicable)
Statement indicating the city retains the right to reject any and all proposals/submittals
• Submit the full packet and one-page advertisement to the department’s assigned city attorney
for approval to publish.
• Email the one-page advertisement and the city attorney’s approval to publish memo (or email)
to cityclerk@rentonwa.gov at least two days prior to the proposed advertisement date.
• Save the full packet to the Q: drive as directed by the city clerk division.
• City Clerk division will publish the advertisement as directed and post it to
www.rentonwa.gov/bids
• City Clerk division will also publish the advertisement to the “Bids & Opportunities” webpage
of the Office of Minority and Women’s Business Enterprises.
• A signed copy of the advertisement will be returned to the project manager.
• All RFP/RFQ advertisements will be published in the Daily Journal of Commerce.
• The invoice for the affidavit will be forwarded to the project manager for payment.
Select Best Qualified firm or person:
Evaluate the qualifications and performance data along with any additional information
submitted with the proposal or qualification statements, and
Hold interviews with one or more firms rated the highest if desired and when feasible.
The city shall select the firm “best qualified” to provide the services. The price or cost of
the service may not be considered when determining which firm or person is best
qualified.
Revision March 2023 Staff Contact: Finance Administrator Kari Roller
Step 2 – Negotiation:
After a firm or person is selected, the city may negotiate a contract at a price that it determines is fair
and reasonable with consideration to the estimated value of the services rendered and scope and
complexity of the project. If a satisfactory contract cannot be negotiated, the city shall formally
terminate negotiations and attempt to negotiate with the next best qualified firm or person. The
process continues until an agreement is reached or the process is terminated.
3. Signature and Approval Authority:
Dollar Amount: Signing Authority:
Under $50,000 Administrator
$50,000 - $100,000 Mayor
Over $100,000 City council approves, mayor signs