"file:///C:From: Jennifer Cline
Sent: Thu Feb 19 11:27:52 2015
To: Dan Huff; Sadie Cramer
Subject: RE: Proposer Ratings (2).xlsx
Importance: Normal
In my opinion…. I see some misaligned/over confidence issues here. (1) In the interview, he stated he would be awarded the contract (2) He feels they were a shoe in because of the local influence, which I might add was not disclosed in the interview and could have been addressed at that time to redirect their proposal (i.e. references). (3) his thinking that we “would” award the contract appears to lead to a bitter let down when it was awarded to HDJ (4) he did miss the boat because in the interview (which was short) or proposal Ukiah did not ask about or address our vision or needs.
Jennifer Cline, P.E.
City of Molalla
Public Works Director
O: 503.759.0218
F: 503.829.3676
From: Christian Steinbrecher, P.E., M. ASCE, MSCE (Ukiah Engineering, Inc.) [mailto:CFS@UkiahEngineering.com]
Sent: Thursday, February 19, 2015 11:10 AM
To: 'Dan Huff'
Cc: 'Jennifer Cline'; 'Sadie Cramer'
Subject: RE: Proposer Ratings (2).xlsx
Thank you so much for your quick response.
We have been at this for many years, and I on both sides of the procurement process. We have no intention of arguing our ranking. We understand that by engaging in the QBS process we consent to wide discretion on the part of the owner. You have exercised it and we respect that. It would be highly unlikely that you would catapult us from last place to being the awardee.
At the risk of telling you something you already know, these kinds of pursuits are expensive. Therefore we are very selective about what we pursue and do so only after quite a bit of review. Some years ago we made the decision not to engage in QBS competitions because a small firm such as ours never compares favorably with a larger firm – it is not our market. Also QBS does not allow us to show our significant advantage to the client: our price. Oregon’s QBS laws, however, do allow an owner to engage direct appointments or use other criteria (including price) for consulting work under $100k.
But in the case of the City of Molalla RFP we thought we’d give it a try and dipped our toe in the QBS pond. But we missed the boat. In fact after reviewing the rankings we not only missed the boat; but in the opinion of one reviewer we were on the wrong dock. We dipped our toe because of an unusual alignment of resources. Dan Miller, an experienced P.E., was a local resident and all of the major Subconsultants had experience in Molalla. And after seeing the available storefronts we committed to opening an office in Molalla to share some of the contract proceeds with the local economy.
So what you see in my email below is the consternation that we were so far off. HDJ’s proposal is good, but it is not a standout. Also it seemed that the strictly additive approach taken to proposal evaluation allowed one reviewer to have a disproportionate influence on the outcome. Under an additive approach, if most reviewers assign scores that are within a close point range and one reviewer swings widely, then that reviewer essentially controls the results. It is therefore that reviewer’s opinions that are most valuable to us (FYI - There are numerical strategies to equalize that out and give each reviewer an equal voice).
If that reviewer’s opinions are available it would be helpful to us. If not, then we wish you the best with HDJ; Greg Jellison will do a fine job for you.
Christian Steinbrecher, P.E.
503-297-4827 (503-806-7622 Temp)
From: Dan Huff [mailto:dhuff@cityofmolalla.com]
Sent: Wednesday, February 18, 2015 2:29 PM
Cc: Jennifer Cline; Sadie Cramer
Subject: RE: Proposer Ratings (2).xlsx
Mr. Steinbrecher – First, it is unfortunate that you believe you have been ignored. We are very busy and finding any available time over the last few weeks has been difficult at best for all of us at Molalla City Hall. My response to your specific request of a debrief of evaluator No. 1 is no, you may not. However, if you have specific questions about your proposal and do not want to just argue about your ranking I will try and accommodate you.
Dan Huff
City Manager
City of Molalla, Oregon
(503) 829-6855
_______________________________________________________________________________
PUBLIC RECORDS LAW DISCLOSURE
This e-mail is a public record of the City of Molalla and is subject to public disclosure unless exempt from disclosure under Oregon Public Records Law. This e-mail is subject to State Retention Schedule
From: Sadie Cramer [mailto:cityrecorder@cityofmolalla.com]
Sent: Wednesday, February 18, 2015 1:06 PM
Cc: City Manager - Dan Huff
Subject: RE: Proposer Ratings (2).xlsx
You will need to contact my City Manager, Dan Huff. I have included him in this email. Thanks, Sadie
From: Christian Steinbrecher, P.E., M. ASCE, MSCE (Ukiah Engineering, Inc.) [mailto:CFS@UkiahEngineering.com]
Sent: Wednesday, February 18, 2015 12:56 PM
To: 'Sadie Cramer'
Subject: RE: Proposer Ratings (2).xlsx
Could we arrange a debrief with evaluator #1? They scored us at 50% of the successful proposer and we’d sure like to know why and how they came to that conclusion.
From: Sadie Cramer [mailto:cityrecorder@cityofmolalla.com]
Sent: Wednesday, February 18, 2015 11:18 AM
Subject: Proposer Ratings (2).xlsx
Ratings as requested.
Thanks,
Sadie
Sadie Cramer
City Recorder, MMC
City of Molalla
Cityrecorder@cityofmolalla.com
PH |503.829.6855 Ext. 291
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