PUR 402–02 Table
Purchasing and Business Services (PBS) prepares a request for statements of qualifications and experience (ARFQ) in contracting for design and construction consultation work with the university each year.
The Capital Programs Management Group (CPMG) submits a Payment Voucher (PV) request to Purchasing and Business Services (PBS) for the advertising of the Annual Request for Qualifications and Experience (ARFQ).
Note: If a firm is already on file, updated file information is requested.
PBS maintains from responses an ARFQ database of firms or individuals interested in doing design and construction consultation work for the university.
CPMG performs all necessary actions to secure approval of a project.
PBS and CPMG 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.
The selection committee reviews and documents, 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. Using the established criteria for each project, the committee reviews the file of interested respondents.
Note: In the process of identifying a short list of firms, and ranking the order of the list, the selection committee shall:
PBS and CPMG 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. Fair and reasonable compensation is determined.
If the parties are unable to agree on the compensation, PBS and CPMG repeat the process with the next most qualified firm until an agreement is reached.
CPMG forwards to its director:
The director of CPMG approves or disapproves the request. If disapproved, the director returns the request to the selection committee or negotiation team for corrective action.
If approved, CPMG forwards to PBS:
PBS approves or disapproves the request. If disapproved, PBS returns the request to CPMG for corrective action. If approved, PBS prepares the contract documents (three copies) and sends them to the firm selected. The process is monitored to ensure that all contract documents and insurance certificates are returned in a timely manner.
When all contract documents are returned, PBS signs the contract forms and distributes copies of the contract forms to:
PBS issues a purchase order to encumber funds and accommodate the billing process, and logs selected consultants in the RFQ Expenditure file.
When the project is complete, CPMG submits to PBS all applicable project closeout data in addition to the Consultant Performance Evaluation form.
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