03.14.23 Work SessionWelcome to the March 14, 2023,
Prosper Town Council Work Session
Call to Order/Roll Call
Agenda Item 1.
Discuss the Town’s bid process and procurement methods. (JC)
Bid Process/Procurement Methods
Three Alternative Procurement Methods -Construction
•Request for Proposal (RFP)–Can have multiple criteria and assigned
percentages defined by Department and Purchasing
•Competitive Sealed Bid (CSB)–Low bid only and is available for the
construction,alteration,rehabilitation or repair of a facility.
•Competitive Sealed Proposal (CSP)–Cost is at least 50%but can go as low as
36.9%with the other criteria picked by the Town to total 100%.This method is
available for the construction,alteration,rehabilitation or repair of a facility.
Current policy has 50%pricing,30%time and 20%experience/references.*
*Prosper is the only Town/City in our comparison group that has these
percentages codified.*
CSP and RFP Scoring
CSP’s are scored using selection criteria as authorized by State law.
•Cost is calculated by dividing the lowest price by the proposed price and
multiplying by the possible points for the criteria.($100/$200=.5*10=5 points)
•If Time is a criteria it is calculated by dividing the lowest time by the proposed
time and multiplying by the possible points for the criteria
•Qualifications and Experience as scored individually by a 3-person committee
and averaged together to get a score.References are scored by one person
from the committee
•RFP’s usually have more criteria but are still scored by averaging the individual
scores from the committee
Various Criteria
•Pricing
•Time
•References
•Qualifications
•Technical Capabilities
•Project Approach
•Similar Projects
•Completeness of
Submission
•Financial Viability
•Demonstrated Understanding of
the Scope of Work
•Project Work Plan
•Proposed Services
•Key Staff
•Experience
•Other agreed Upon Criteria
Competitive Sealed Bid (CSB)
There is no scoring for a CSB as this is based on price only.Award is made to
the lowest vendor that is deemed responsible and responsive.
Past Awards
•76%of Competitive Sealed Proposals were awarded to the lowest bidder.
•All awarded vendors had the highest score using the criteria as defined in the
published proposals.
Dudley Raymond Park
The Town Manager and Purchasing adjusted the scoring for this project to see it
would change the outcome.Even with cost at 70%the only vendors that changed
in ranking were the 3rd and 4th vendors.The highest scored vendor did not
change.
Comparison of Processes
•City of Richardson –CSB for Simple Projects,CSP for Complex Projects
•City of McKinney –CSB for Simple Projects,CSP for Complex Projects
•City of Allen –CSB for Simple Projects,CSP for Complex Projects
•City of Celina –CSP
•City of Frisco –CSP or RFP by Engineering Department
•City of Carrollton –CSP by Engineering Department
Direction from Council
What would Council suggest as the methods for procurement and scoring?
Questions/Comments
Adjourn