5.

2 CLIENT'S SELECTION COMMITTEE

Within the client's organization there should be an established administrative policy for designating the person
authorized to select or recommend selection of civil engineers for specific assignment. There should be 3 or
more individuals in a selection committee with at least 1 of them is professional engineer of the appropriate
discipline.

One satisfactory procedure is to utilize a selection committee of three or more individuals, at least one
of whom is a professional engineer of the appropriate discipline. For public projects, the client must
choose who demonstrate objectivity in order to avoid the appearance of a conflict of interest in the
selection of the Civil Engineer. At least one of the individuals should be thoroughly familiar with the
civil engineering practices. The committee is responsible for making recommendations after
conducting appropriate investigations, interviews, and inquiries. The final selection is then based upon
the selection committee’s recommendation.

5.3. QUALIFICATIONS-BASED SELECTION (QBS) PROCEDURE

For a short introduction The selection procedure is considerably enhanced when the client is
fully familiar with the purpose and nature of the proposed project, can describe the project in detail,
and can prepare a project scope and outline of services expected of the Civil Engineer. In some cases,
the client may not have professional staff available to define the project scope and describe the required
services. The client should still be familiar enough with the project requirements to understand what is
expected of the Civil Engineer.

Client's usual steps for QBS Procedure.

1. By invitation or public notice. Request for qualifications (RFQ) or Request for Proposal (RFP),
Then create a shortlist for selecting a CE for the project.

• If the client has a satisfactory relationship with the civil engineer, there are steps which can be skipped
in the procedure.

The procedure is as follows:

Statement of:

1. General nature of the project.

2. Services required

3. Request statements

4. CE qualifications and experience

The client may issue a “Request for qualifications” (RFQ) or “Request for proposals” (RFP).
RFQs are normally used to ascertain the general qualifications in a selected area of expertise while
RFPs are used to seek Civil Engineers for creating “short lists” for selecting a Civil Engineer for a
specific project. If there is an existing satisfactory relationship with a CE, some steps may be
streamlined.

2. Preparation of a budget for the staff time and cost that can be expected from potential CE prior to
the receipt of the RFQ's or RFP's
Estimate the staff time and cost expected from potential civil engineers before receiving RFQs or
[Link] a budget in advance helps manage expectations and ensures that the proposals received
are within the client's financial constraints.

3. Evaluation of the statement of qualifications received. Select the best three civil engineers or firms.

It should be noted that often more than three Civil Engineers or firms may appear to be equally qualified
– in which case more Civil Engineers or firms may be considered. However, in fairness to those not
selected it is usually best to make a conscientious effort to keep number of selected for further
consideration for realistic minimum in view of the cost and time required to prepare competent
proposals.

4. Write a letter to each CE or selected for further consideration describing the proposed project in
detail, including a project scope and outlined of services required. Including plan for managing, plan
for performing the required services, assigned personnel, project schedules, procedures, experiences
with similar projects, Office location where services will be performed, financial standing, present
workload, and references.

Each Civil Engineer or firm should have an opportunity to visit the site, review all pertinent data and
obtain clarification of any items as required. For major or complex projects, a pre-proposal conference
may be desirable to explain details of the proposed scope of services and to answer questions. Providing
detailed project information allows candidates to understand the project thoroughly and propose
appropriate solutions and approaches.

5. Receipt of the proposal, invite the CE or firms to meet individually with the selection committee for
interview.

Receive proposals from the selected candidates. Invite them for individual interviews with the selection
committee. The interview process helps to gauge the candidates' understanding of the project and their
ability to deliver the required services effectively. These interviews may be held at the Civil Engineer’s
office. The client may consider supplementing the selection committee with personnel who have
specialized expertise to advise the committee, when appropriate. During each interview the
selection committee should review the qualifications and experience of each Civil Engineer or firm,
the capability to provide the services within the time allotted, and the key personnel to be assigned to
the project.

6. Check with recent clients of each CE or firm to determine the quality of their performance.

Contact recent clients of each candidate to assess the quality of their performance on previous projects.
Checking references provides insights into the candidates' reliability, quality of work, and
professionalism based on past client experiences.

7. List the CE or firms in the order of preference.

taking into account their approach and understanding of the project, reputation, experience, financial
standing, size, personnel available, quality of references, workload, location, and other factors
pertinent to the project being considered.

8. Invite the CE considered to be the best qualified to develop a detailed scope.

Invite the top-ranked candidate to develop a detailed project scope. This step initiates the final
negotiation process, focusing on defining the project scope in detail.
9. The compensation proposed by the CE should be evaluated based on the client's experience and
budget estimate. in consideration with section 4 (charging of CE services)

Assess the proposed compensation against the client's budget estimate and experience. Evaluating the
compensation ensures that it aligns with the client’s financial capabilities and the scope of services
required.

10. If no satisfactory agreement has been reached, the negotiation should be terminated, and the client
shall provide written notice into that effect. Then proceed to the next CE or firm on the List.

Similar negotiations should then be held with the second Civil Engineers or firm and, if necessary, with
the third Civil Engineers or firm. If no accord is reached, the client should seek outside assistance
before continuing with the selection process. Such a procedure will usually result in development of a
satisfactory contract. All such negotiations should be on a strictly confidential basis, and in no case
should the compensation discussed with one Civil Engineer be disclosed to another.

11. When agreement has been reached on scope, schedule and compensation, the client and selected
CE should formalize their agreement in a written contract.

Once an agreement is reached, formalize it in a written contract between the client and the selected
civil engineer. A written contract solidifies the agreement, outlining the terms and conditions, and
serves as a reference for both parties throughout the project.