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Steps for a Successful Procurement

  • At any time, you may submit a Request for Advice (RFA) to the A&E team. We are happy to respond to questions and provide guidance, or you may wait until you’ve secured budget and internal approval to move forward with your solicitation.

    Please indicate if you have a question regarding a future solicitation, or if you’re ready to proceed.


    Log in to King County E-Procurement
     to submit an RFA Service Request


  • Procurement staff will assign a follow-up Solicitation Service Request to gather additional information. For Architecture/Engineering projects, this will typically be a Request for Proposals (RFP). Once you've completed the Service Request for a New Architecture/Engineering Solicitation, we can begin planning your solicitation.

    Complete all fields in the assigned service request:

    • Funding Sources 
    • Contract Type
    • Evaluation Panel Members
    • Reference Documents & Project Constraints
    • Sustainability Consider ways to incorporate sustainable purchasing into solicitations requirements
    • Insurance Requirements Form Complete the fields under the Insurance Requirements section of the service request. The information will be forwarded to Risk Management to review and assign insurance requirements.
    • Work Item Complete the “Work Items” section in the gray menu on the left side of the Solicitation Service Request. The Business Development Contract Compliance (BDCC) team will review and assign small business/apprenticeship/priority hire utilization requirements, when applicable.
      • List the disciplines/tasks necessary to complete scope of work being procured. (TIP: Use the Scope of Work or Engineer’s estimate to identify work items.)
      • Identify who is expected to perform each work item (Prime, Sub, Prime or Sub, Supplier)
      • Estimate the dollar amount for each work items (NOTE: The dollar amount in the total must be the same as the contract amount.)
      • If Construction, also enter labor hours for each item. (For determining apprenticeship opportunities)

     

  • Attach the required documents to your assigned Solicitation Service Request.

    The templates linked below include sustainability language to help align your scope of work and evaluation criteria with the Sustainable Infrastructure Scorecard. You will also select Equity In Design criteria describing specific actions the firm will commit to and expected outcomes during implementation of the Scope of Work that will align with King County’s Equity and Social Justice Plan.

    • Your draft Scope of Work (SOW) - choose either the Project Specific or Work Order template, depending on what the P&P Contract Specialist listed in the assigned Solicitation Service Request. The SOW describes the work to be performed, specific milestones, deliverables, assumptions, etc. Tasks consist of activities (verbs) and deliverables consist of work products created by tasks (nouns, tangible items). See Scope of Work Guidelines.

    • Your draft evaluation criteria  The evaluation criteria defines qualifications of the prime consultants, sub-consultants, and key personnel that the agency thinks are necessary to successfully perform the work. It is used to grade proposals and should address the contract risks. It serves as the roadmap for proposers to understand what is most important in their response.


  • Finalize the RFP and draft Agreement documents

    The P&P Contract Specialist will upload the documents you submit to a SharePoint Collaboration site "Solicitations" library. The P&P Contract Specialist will message you through E-Procurement to trigger collaboration on the document to finalize them for advertisement.



  • P&P will advertise the RFP in newspapers and post online

    All supplier questions should be sent to P&P using E-Procurement messaging. Procurement staff will message you in E-Procurement to assist P&P in preparing a formal response. P&P will issue changes to the RFP or Agreement as addenda.  Clarifications will be issued to all invited suppliers via the Messages feature within King County E-Procurement. 



  • Attend the Pre-Proposal Meeting 

    This meeting is to introduce the contract to the consultant community & review together:

    • Proposal submittal requirements
    • Contract requirements
    • (Agency provides) scope of work highlights
    • Proposer firms can network/check out the competition


  • You will receive an E-Procurement message from your Procurement staff with instructions to support evaluation.

  • Attend the kick-off meeting 

    Review and sign the Confidentiality and Non-Disclosure Agreement, review the Proposal Evaluation Instructions and schedule.



  • Review proposals individually 

    Each member of the Evaluation Panel will review proposals individually based on the Proposal Evaluation Instructions. Evaluation panel members can login to E-Procurement to review supplier responses and download the response PDF. Assign each evaluation criterion in the proposal a word score: Unacceptable, Acceptable, Good, or Outstanding.

    Bring your notes for your scoring rationale to the proposal evaluation meeting.



  • Attend the proposal evaluation meeting 

    The Panel will meet and come to consensus on a word score for each evaluation criterion and then individually score the criterion by assigning points.



  • Interview top-scoring proposers (as needed) 

    If there is no clear break between the top proposers during consensus scoring, interviews can be scheduled to better understand the proposers' interpretation of the scope of work and identify the most qualified proposer.
    Proposal score + Interview score = Final Rank. (See the 
    Interview Evaluation Instructions.)



  • Notice of Intent to Award 

    Once a decision is made, P&P will use the E-Procurement app to message the highest ranked proposer and send notices of non-selection to other proposers.  The suppliers will receive an automatic email notification.

  • Participate in debriefs (if applicable) 

    The proposers may request a debrief to understand why their proposal was scored the way it was and how they can be more competitive in the procurement process next time. Use the Proposal Debrief Guidelines.



  • Consultant submits financial documents to P&P 

    P&P reviews costs and issues draft Contract Rates to the Project Representative (PR) and Consultant. See the list of Negotiation FAQs.



  • Project Specific ONLY: Negotiate with the Consultant Team immediately 

    Begin project specific negotiations immediately after P&P issues the Notice of Intent to Award.

     

    Compensation for work and services is based on a cost plus fixed fee basis not to exceed the Total Price. Compensation and the Total Price shall be the sum of Direct Labor Costs, Indirect Costs, Other Direct Costs and a Fixed Professional Fee.

    Using the LOE as the template for the agency's estimate makes negotiating faster and easier to compare "apples to apples" with the Consultant's proposed LOE.



  • Negotiate profit with Consultant 

    Profit is negotiated with the Consultant using the ranges established by the agency Project Representative and the Procurement staff based on the Scope of Work complexity and risks. Things that typically drive up risk include: design complexity, stakeholder coordination, constrained schedule, insurance requirements, sub-consultant participation, etc.

    Only profit is negotiated for work order contracts.



  • Cost Analysis Completed by Procurement

    P&P will complete a pre-award Cost Analysis before the contract is executed by the Consultant and King County and provide the Draft Contract Rates (approved overhead rates, direct rates, billing rates, profit, escalation and other direct costs) that are necessary to finalize the cost negotiations, as well as identifying SCS/SBE participating firms.

    * DNRP- Wastewater Treatment Division (WTD) contracts require PCO review if the total contract value (including phased work) is $4 million or more.



  • Complete the Record of Negotiation (RoN) 

    Complete the Record of Negotiation (See RoN Quick Guide) required by Executive Policies.
    This document is never sent to P&P but is kept with your agency contract records.



  • Message a draft Contract Authorization Memo (CAM) to P&P 

    Choose either Project Specific,  or Work OrderCAM; send a draft to your Procurement staff via E-Procurement. For Project Specific, also send the LOE and Scope of Work so they can perform a quality control check.



  • Submit the signed Contract Authorization Memo 

    Send the signed CAM to P&P via E-Procurement Messages to indicate negotiations are complete and the agency is ready to execute a contract with the Consultant.



  • Confirm your agency DocuSign workflow 

    Procurement Staff will send you the DocuSign workflow on file; please review carefully to avoid delays. 
    We recommend you change or remove anyone who is not necessary to the process, or anyone who will be out of the office.



  • Approve the Agreement 

    Your agency contract signatories will receive an email with a link to sign the contract electronically using DocuSign. A final signed copy of the agreement can be downloaded from the DocuSign confirmation email.



  • Download the executed Agreement  

    Download the executed electronic agreement for your agency's records, then issue a Notice to Proceed.



  • Annual Cost Analysis review

    1. Submit the Service Request for " Analysis" to request P&P review. This is required for Other Direct Costs and overhead rate changes or new sub-consultants. Attach the Post Award Cost Price Intake form.

    2. If you've completed your own Cost Analysis for adding new employees or updating labor rates, submit your review to Procurement & Payables.
  • Negotiate Contract Amendment 

    The agency will submit the Service Request for "Finance PCO Review of Amendment" and attach the draft amendment, justification, scope of work, and schedule.

  • Finalize Contract Amendments 

    Submit a "Contract Change Order/AmendmentService Request:  

    • If you’ve already executed the amendment, attach the signed document to the service request.
    • Or, you may ask P&P to route the amendment for signature through DocuSign.
  • Monitor Contract Compliance 

    1. Timely invoice processing (are we paying suppliers on time?)
    2. Scope deliverables met on schedule
    3. Consultant performance meeting quality expectations
    4. Budget monitoring
    5. Consultant Monthly Reporting (different for project vs. work order)
    6. Hold payment requests if BDCC notifies you the Consultant is not reporting in DCMS

  • Close out Contract (consult your internal Project Management Manual) 

    1. Complete the Close Out Checklist once the final invoice payment is made.
    2. Submit the Service Request "Close Contract Agreement" and attach Close Out Checklist 
    3. Manage all Contract records for the required retention period 


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