Purchasing and Business Services Manual (PUR)

Revised: 7/15/2008

PUR 402–02: Professional Design Services Costing $250,000 or Less

1. Prepare a request for statements of qualifications and experience (ARFQ) in contracting for design and construction consultation work with the university each year.

2. Submit a Payment Voucher (PV) request to Purchasing and Business Services (PBS) for the advertising of the Annual Request for Qualifications and Experience (ARFQ).

3. Advertise the request in accordance with PUR 501–02, “Advertising for Bids.”
4. Send the request by e-mail or mail to a wide number of design and construction consultants, including small and disadvantaged firms. If a firm is already on file, request an update of the file information.
5. Receive and log responses and forward to the Capital Programs Management Group (CPMG) to review qualifications, code, and return to PBS.
6. Maintain, from the responses, an ARFQ database of firms or individuals interested in doing design and construction consultation work for the university.

7. Perform all necessary actions to secure approval of a project.

8. Appoint a selection committee to review the file of respondents interested in contracting for design and construction consultation work for the university.

   Note:

   The committee shall be composed of at least one representative each from the user department, CPMG, and PBS.

9. Establish and document, under the guidance of the design project manager from CPMG, the criteria that will be used to determine which firms are best qualified to provide the services required.
10. Using the established criteria for each project, review the file of interested respondents.
    1. If possible, identify at least three firms and conduct discussions with each regarding the contract and the relative methods of furnishing the required services.
    2. If it is not possible to conduct discussions, select and rank the order of at least three firms by reviewing their statements of qualification and experience and applying the established criteria for the project.
    3. If possible, identify a small, minority-owned, or woman-owned firm that is qualified to perform the services required.

    Note:

    In the process of identifying a short list of firms, and ranking the order of the list, the selection committee shall: base the selections of the short list and order of preference on demonstrated competence and qualifications only. not request or consider fees, price, man-hours or any other cost information in the selection of the short list or order of preference.

11. Conduct discussions with the most qualified firm regarding the scope of the contract, the budget, and the relative methods of approach for furnishing the services required. Determine fair and reasonable compensation.

12. Repeat the process with the next most qualified firm until an agreement is reached.

13. Forward to the director of CPMG:
    1. a Purchase Request for required services and all contract variables
    2. documentation of the process and justification for the selection identified in step 10

       and

    3. a memorandum outlining the fee negotiations and the final proposed fee for service.

14. Approve or disapprove the request.

15. Return the request to the selection committee or negotiation team for corrective action.

16. Forward to PBS:
    
    1. a Purchase Request for required services and all contract variables
    2. documentation of the process and justification for the selection identified in step 10, and the approval of the director of CPMG identified in step 13

       and

    3. a memorandum outlining the fee negotiations and the final proposed fee for service.

17. Approve or disapprove the request.

18. Return the request to CPMG for corrective action.

19. Prepare the contract documents (three copies) and send them to the firm selected. Monitor the process to ensure that all contract documents and insurance certificates are returned in a timely manner.

20. Sign the contract forms. Distribute copies of the contract forms to:
    1. PBS
    2. the contractor or consultant

       and

    3. CPMG (for distribution to other consultants or contractors).

21. Issue a purchase order to encumber funds and accommodate the billing process.
22. Log selected consultants in the RFQ Expenditure file.

23. Submit to PBS, when project is complete, all applicable project closeout data in addition to the Consultant Performance Evaluation form.