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Phase I - Procurement Planning and Preparation

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Municipal Project Guide

Step 1. Develop Procurement Plan

The procurement process starts with the identification of a municipal project manager and a selection committee. The project manager is the day-to-day point person for the procurement and is responsible for the documentation of the selection process. The selection committee generally consists of three to five people. In addition to municipal staff, committee members may include technically qualified individuals, citizens, or elected and/or appointed officials having a special interest on behalf of the municipality and the time to thoroughly assess the consultant response submittals.

The municipality should have a general understanding of the value of the engineering services being procured. A cost estimate can be determined in consultation with the MassDOT District Office or other municipalities that have procured professional services for similar projects. In addition, a procurement schedule should be prepared which identifies the timeline for each step in the procurement process.

Step 2. Develop Initial Scope of Services, Project Schedule, and Cost Estimate/Budget

The initial scope of services generally begins with an overall description of the project and typically includes the following information:

  • General description of the type of work - pavement, geometry, drainage, water, etc.
  • Project limits
  • Previous studies performed in the project area
  • Estimated/budgeted construction cost
  • Project schedule
  • Project Need Form (PNF), if available

The full scope of services should be prepared utilizing the MassDOT Standard Scope of Services as a template.

Step 3. Prepare RFR

The Request for Responses (RFR) must contain enough information to allow consultants to determine if they are qualified and interested in pursuing the project, and to prepare a response in an efficient manner. It must also contain the evaluation criteria that will be used by the municipality to rank the responses. The following items should be included in the RFR:

  • MassDOT prequalification requirements
  • General project description
  • Initial Scope of Services, utilizing MassDOT Standard Scope of Services
  • Format for presenting qualifications, such as GSA Standard Form 330
  • Requirement of compliance with Chapter 2 of the Project Development & Design Guide including Early Environmental Coordination Checklist
  • Insurance requirements
  • Any special standard contract forms required by the municipality
  • Selection Criteria
  • Weighing of each Selection Criterion (including interview if conducted)
  • Submission Requirements including due date, where to submit, number of copies, point of contact for questions, maximum page limit (recommended), notice deadline statement, etc.
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