NUMBER:                             305

SUBJECT:                            SELECTION PROCESS FOR ARCHITECTURAL/ENGINEERING  FIRMS 

                                                ON MAJOR BUILDING   PROJECTS

AUTHORIZING BODY:     BOARD OF TRUSTEES

RESPONSIBLE OFFICE:  CAMPUS FACILITIES & OPERATIONS

DATE ISSUED:                    DECEMBER, 1987 

LAST UPDATE:                   AUGUST, 2004 

RATIONALE:  Consistent with Board policy, a major project is defined as one with a budget of $2,000,000 or more. When a major project requiring architectural and/or engineering services is identified, an ad hoc evaluation committee will be appointed to define a selection process appropriate to the project, evaluate the submittal, interview firms, and make a recommendation to the Vice President for Finance and Administration . The Vice President for Finance and Administration will forward a recommendation to the President who will make an independent decision for submission to the Board of Trustees.

POLICY:

Appropriate Selection Processes

Depending on the size, type, and complexity of the project, the selection process will vary. It may be as simple as from inviting a relatively small group of firms to respond to a Request for Proposal . For larger, more complex projects, a multi-step process would be more appropriate, beginning with advertisements in major newspapers and Michigan Contractor & Builder requesting Statements of Interest followed by a narrowing of the field and a Request For Proposal submittal.

Evaluation Committee

1. Membership. An ad hoc committee shall consist of a minimum of three members:

• Representative (s) of Capital Planning & Design
• Representative (s) of the user Department (s)
• Additional membership at the discretion of the Vice President for Finance and Administration

2. Duties. The duties of the committee are:

1. Screen, evaluate, and objectively identify professionals based on established criteria.

2. The committee shall, after completing its preliminary review of all responses and based on the highest evaluations, invite two to five firms for in-depth interviews. In addition to the interviews, the committee shall check references for each of the finalists.

3. The committee, after completing its evaluation, will submit a written report to the Vice President for Finance and Administration identifying the firms best qualified to provide the required services for the project based upon proposal criteria, professional and technical qualifications, and ability to meet schedules within budget.

3. Records. The committee's report, together with copies of all evaluation reports, shall be confidential, to the extent permitted by law, and submitted to the Vice President for Finance and Administration.

Selection Criteria

The criteria should include, but not be limited to, demonstrated competence with the type of project under consideration; specialized experience of key personnel to be assigned to the project; support staff capability; current workload; realistic cost estimates and cost containment measures; evidence of adherence to schedules; financial stability of the firm; and minority employment practices. Willingness to work under the State of Michigan's fee schedule may be an additional selection criteria.

Contract Award

Upon completion of the evaluation and selection process, the Vice President for Finance and Administration will make a recommendation to the President who will make a recommendation to the Board of Trustees. The Board of Trustees shall determine which firm shall be awarded the contract.

Notice to Unsuccessful Firms

The committee shall advise all applicants of the disposition of their submittal.

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