Design-Build Procurement Approaches - Design-Build for Water and Wastewater Projects - page 74

Preissuance Proposer Meeting
Having meetings with proposers prior to the issuance of the RFQ and/or RFP is also a
technique to solicit comments on the project or procurement. The owner will need to
work in collaboration with the design-builder for the project, giving the owner an oppor-
tunity to meet and become familiar with the proposers' personnel.
Interviews
Interviews are another way of having face-to-face meetings between owners and design-
builders. These allow design-builders to discuss the project objectives, priorities, and
requirements. These are typically conducted after the SOQ and prior to proposal submis-
sions. Owners should request that the people who will be working on the project be pres-
ent at the interview and conduct the presentation. Owners should deter proposers from
inviting marketing and sales personnel in the interview, because they will have no direct
involvement in the project. Owners should develop a detailed interview agenda to yield
the best use of the allotted time.
Proposer Meeting After RFP Issuance
Conducting meetings with proposers after the RFP is issued allows design-builders to ask
questions and discuss concerns. It also allows owners to solicit comments from proposers
on the project or procurement approach. Specific discussions can be held on important
technical approaches and on the terms of the draft contract. These meetings are almost
always confidential. If a discussion item impacts the procurement process or fairness of
procurement it should be disclosed to the other proposers. It is common for the owner's
legal counsel to be present during the meetings to help identify proper procedures and
disclosure, if appropriate. Any disclosure would then be in the form of an addendum to
the procurement, documents. These meetings should be carefully orchestrated so as not
to turn into negotiations: the goals are to exchange information, ask questions, raise con-
cerns, and solicit comments.
Clarification Meeting and Best and Final Offers
During the proposal evaluation process, an owner may seek clarifications with the propos-
ers by conducting individual meetings. As a result, the owner may ask for revised propos-
als based on the clarifications (also sometimes called exceptions or qualifications; e.g., the
design-builder notes that their proposal does not include a particular technical require-
ment, and the owner's technical criteria were inconsistent or confusing, but after review
and clarification, the owner requests and proposer accepts that it be included) that were
provided by the proposers. Alternatively, an owner may decide to request Best and Final
Offers (BAFOs) to conclude the procurement process. Usually, if the clarifications are
significant and many are common to all proposers, the BAFO approach is used. Whether
using clarification letters/proposals or a BAFO, this is the proposer's final chance to offer
a price that is based on the changes made after the proposal was submitted.