Qualified consultant candidate lists

1. Establishing qualified consultant candidate lists
The Contract Administrator is responsible for establishing Qualified Consultant Lists (List). These lists are valid for a two-year period, typically coinciding with the budget cycle. Unit Managers and Program Managers responsible for specific disciplines shall assist the Contract Administrator in the development of the List. An outreach program approved by the Equal Employment Opportunity Officer and consultant rating criteria is established prior to receiving Statements of Qualifications (SOQs).

Requests For Qualifications are posted on the District's Contract Administration Web site and interested firms must submit their SOQs electronically through their individual account in the Contract Administration System (CAS).

A qualification review board will then evaluate and rate the consultant's Statement of Qualifications submittals. The qualification review board will make a recommendation for the minimum ranking score needed to be considered qualified and provide an estimate of the number of contracts expected to be awarded to the List during the two-year period.

The Contract Administration and Equal Opportunity Officer will review the ranked List for representation of small and micro businesses, and may adjust the minimum score upward to increase the potential for each firm on the List to receive an invitation to propose during the two year period, and to insure that the most qualified firms will be included in rotation.

The appropriate Deputy Officer and Chief Officer shall approve each Qualified Consultant List before it is valid for use. This approval includes reviewing the selection process, ensuring appropriate outreach as approved by the Equal Employment Opportunity Officer, review and approving the SOQ rating criteria, and reviewing the final results to insure a fair and equitable selection process.

Each approved qualified consultant for each service/discipline shall be included in a List for that service/discipline. The consultant's placement on each List shall be randomly generated by the Contract Administration System (CAS).

All SOQs and data to develop the List shall be retained in CAS to be available for further review.

2. Maintaining qualified consultant candidate list database
The Qualified Consultant List will remain effective for the two-year budget period. The Contract Administrator shall be responsible for maintaining the List which will be available to all staff trained in CAS. Consultant usage will be automatically tracked in CAS.

3. Adding consultants to the Qualified Consultant Candidate List
The Contract Administrator will add consultants to the List within the CAS only during the open recruitment period. All consultants must participate in the approval process to be re-qualified upon the List's expiration. Consultants will not be added after the List has been established.

4. Establishing new qualified consultant candidate list
If no list exists for a particular discipline or specialized contract scope then a list shall be developed in accordance with Section 1.1. The development of any new list is the responsibility of the Contract Administrator.

Businesses meeting the State of California criteria for Small Business certification (SBE - average annual gross receipts of $10 million or less in the previous three years and principal office located in California - see CA Government Code Section 14835-14843) are encouraged to obtain State certification and submit proof with their qualifications package.

For more information about contracting with the Santa Clara Valley Water District, contact David Gazave at (408) 265-2607, ext. 2804.