Purchasing and Business Services Manual (PUR)

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Effective: 1/1/1985

Revised: 7/15/2008

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

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Purpose

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To establish the method of selecting professional design when the amounts to be paid are $250,000 or less and to provide an optional method of obtaining construction related consultants

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Sources

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Arizona Board of Regents Policy Manual - 3-804
University policy

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Applicability

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Professional design and/or construction related consultants

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Policy

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Professional design services for university projects in which the design fee is expected to cost $250,000 or less are to be selected on an impartial, fair, and consistent basis.

Professional design services are selected from a file of individuals or firms that have expressed an interest in performing services for the university. Annually, a request for statements of qualifications and experience (ARFQ) is advertised publicly and mailed to a wide number of consultants, including small and disadvantaged firms. Purchasing and Business Services (PBS) maintains a file of responses received from this request. When a project is approved, the director of PBS will appoint a selection committee to review the file and if possible, develop a shortlist of the three best qualified individuals or firms for the particular project. The director of PBS or designee, in cooperation with the director of Capital Programs Management Group (CPMG) or designee, will conduct negotiations with the individuals or firms on the shortlist according to ranking until a satisfactory agreement is reached.

Construction related consultants may also be selected using this method. Such consultants could include, but are not limited to, people or firms who provide soil tests, percolation tests, archaeological surveys, inspections of materials, storage of materials, or cost analyses.

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ProcedureD

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Responsibility
Action
Purchasing and Business Services (PBS)
  1. Prepare a request for statements of qualifications and experience (ARFQ) in contracting for design and construction consultation work with the university each year.
Capital Programs Management Group (CPMG)
  1. Submit a Payment Voucher (PV) request to Purchasing and Business Services (PBS) for the advertising of the Annual Request for Qualifications and Experience (ARFQ).
PBS
  1. Advertise the request in accordance with PUR 501–02, “Advertising for Bids.”
  2. 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.
  3. Receive and log responses and forward to the Capital Programs Management Group (CPMG) to review qualifications, code, and return to PBS.
  4. Maintain, from the responses, an ARFQ database of firms or individuals interested in doing design and construction consultation work for the university.
CPMG
  1. Perform all necessary actions to secure approval of a project.
PBS and CPMG
  1. 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.
Selection Committee
  1. 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.
  2. 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:
    1. base the selections of the short list and order of preference on demonstrated competence and qualifications only.
    2. not request or consider fees, price, man-hours or any other cost information in the selection of the short list or order of preference.
PBS and CPMG
  1. 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.
If the parties are unable to agree on the compensation:
  1. Repeat the process with the next most qualified firm until an agreement is reached.
CPMG
  1. 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.
Director of CPMG
  1. Approve or disapprove the request.
If disapproved:
  1. Return the request to the selection committee or negotiation team for corrective action.
If approved:
CPMG
  1. 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.
PBS
  1. Approve or disapprove the request.
If disapproved:
  1. Return the request to CPMG for corrective action.
If approved:
  1. 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.
When all contract documents are returned:
  1. 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).
  1. Issue a purchase order to encumber funds and accommodate the billing process.
  2. Log selected consultants in the RFQ Expenditure file.
CPMG
  1. Submit to PBS, when project is complete, all applicable project closeout data in addition to the Consultant Performance Evaluation form.

endtable

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Cross-References

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For information on the procurement of personal/professional services for purposes other than construction projects, see PUR 402–01, “Personal/Professional Services.”

For information on the procurement of design and construction consultant services for construction projects costing more than $250,000, see PUR 402–03, “Professional Design Services Costing More than $250,000 and Construction Services.”

For information on contract forms for professional services, see PUR 504–02, “Contract Forms.”

For additional information on the procurement of services, see:

  1. the Financial Services Policies and Procedures Manual—FIN 421–01, “Guest Lecturers, Consultants, and Other Independent Contractors”
  2. the Research and Sponsored Projects Policies and Procedures Manual—RSP 503–03, “Consultants, Lecturers, and Other Professional Services for Sponsored Projects”

    and

  3. the Staff Personnel Policies and Procedures Manual—SPP 210, “Consultants/Independent Contractors.”

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