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Resources and Reports

CWUR 3-40-240 Architectural / Engineering (A/E) Consultant Selection Procedures

Purpose

To ensure the selection of architectural, engineering, and similar professional consulting services and the process is qualification-based utilizing uniform criteria.
 
Process
The Capital Planning and Projects (CPP) office will manage and utilize the following guidelines in procuring the services of architectural and engineering (A/E) consultants pursuant to CWU Policy CWUP 2-10-040 and CWUP 2-10-180 and in accordance with Chapter 39.80 of the Revised Code of Washington (RCW):

1. Uniform criteria will be considered as a basis in the evaluation of prospective consultants that relates to the demonstrated competence and qualifications for the type of consulting services required of the individuals or firms in order to establish a ranked order.

2. All A/E consulting services shall be publicly advertised per RCW 39.80.  Advertisements may solicit for a general category of services or for a specific type of A/E service required for an individual project or a defined collective group of projects.

3. The CPP office shall establish and maintain a roster of architectural and engineering consultants for use in selecting consultants for projects having an estimated fee for total services under $150,000.  The advertisement for this roster shall occur on an annual basis.  Statements of qualifications for inclusion on the roster will be accepted year around.

4. CWU requires all consultants, with whom it enters into a contractual relationship, to comply with all policies, statutes and regulations.  

5. CWU does not discriminate on the basis of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or status as a disabled veteran or Vietnam era veteran pursuant to CWU Policy CWUP 2-35-010 through 070 and federal and state statutes and regulations.

6. The university encourages the inclusion of and outreach to minority, women, and disadvantaged small businesses (MWBE) outreach and encourage MWBE participation. 

7. CWU shall negotiate contract fees that are fair and reasonable.  In the event a fee cannot be successfully negotiated with the selected consultant, CWU reserves the right to terminate negotiations and initiate negotiations with the second ranked firm.

Selection Procedures
The CPP office shall utilize the following procedures in selecting architectural and engineering (A/E) consultant firms.

1. Anticipated Accumulative Basic Services Fees of $150,000 or more:  A general request for qualifications announcement will be published. 

       A.  Announcement:  The announcement shall invite all interested A/E consultants shall include, but not be limited to, the following:

         1.  General description and scope of the project;
         2.  Evaluation selection criteria;
         3.  A list of required submittal documents;
         4.  Submittal due date, time, and location; and
         5.  Contact information for university representatives

      B. Evaluation Committee:  An evaluation committee shall be established of a minimum of four members including a committee chair, elected by the committee, and university representatives either directly involved with the project, or whose positions deal with the expertise being sought and a CPP project manager.  The evaluation committee will develop evaluation criteria and conduct all deliberations in 
accordance with procedures contained herein.

      C. Evaluations:  Initially, submittals will be screened by the evaluation committee to ascertain all required documents as stipulated in the announcement are included.  Incomplete submittals automatically disqualify prospective consultants for consideration.  The evaluation committee will subsequently review all qualified submittals and conduct two evaluations as a means of determining the relative qualification of each firm being considered for selection and establishing a rank order based on totals of weighted scaled raw scores of the criteria, which shall include the following:


               1.  Qualifications of key project personnel;
               2.  Relevant recent experience;
               3.  Performance on previous projects; and
               4.  Ability to perform requested services.


     D. Interviews:  Three or more of the top ranked firms will be invited to participate in interviews. In the event three or less firms respond to the announcement, only interviews will be conducted to determine the most qualified firm.  During the interviews, each firm will be re-graded on the same criteria as the initial evaluation.

     E. Selection and Award: The rank order of proposals will be established by the total evaluation committee members’ scores.  In the case of a tie, the committee will deliberate to determine distinguishing factors that would make the difference in the order.  Based upon the final ranking, a recommendation shall be made to university administration for approval and award.

2.  Anticipated Total Services Fees Less Than $150,000:  The CPP office maintains an architectural and engineering (A/E) consultant roster for use in selecting consultants for projects having an estimated total fee for services under $150,000.00.

      A. Announcement:  An annual advertisement shall be published for architectural and engineering consultants to submit statements of qualifications for inclusion in the A/E consultant roster. This roster may  be used in lieu of advertising on projects having an estimated consultant fee for total services under  $150,000.00. Submittals of qualification information for the roster shall be accepted year round.  The announcement will include:

               1.   Evaluation selection criteria;
               2.   A list of required submittal documents;
               3.   A/E Consultant Roster Application Form; and
               4.   Name and contact information of university representative

      B. Evaluation and Selection:  The standard submittal and selection process shall be utilized in order to determine a ranked order based on the totals of scored uniform criteria with numerical weights, which will include, but not limited to, the following:

                1.   Qualifications of key project personnel;
                2.   Relevant recent experience;
                3.   Performance on previous projects; and
                4.   Ability to perform requested services.

Based on the amount of the anticipated fee – the CPP project manager will use either 2a or 2b below:

2a. Anticipated Total Services Fees of $50,000 or more up to $150,000.00:
     Phase I –
        a. A/E Consultant Roster:  The CPP project manager shall obtain a list of qualified consultants from the A/E Consultant Roster.
        b. The project manager and a designated representative directly involved with the project shall review the list of consultants and their respective qualification documentation on-file and rank consultants according to weighted uniform criteria.            c. Based on evaluation of qualifications and discussions, the project manager and the designated representative shall determine a final Phase I rank order which shall determine a short  list of a minimum of two consultants to interview.

   Phase II –
            a. The project manager will then schedule interviews with each consultant on the short list. Interviews can be in person or over the telephone.  During these interviews each firm will be re-graded on the same criteria as the Phase I evaluation.
            b. After the interviews the project manager and the designated representative will determine a final rank based on evaluation of qualifications and discussions.
            c. The project manager shall notify the top ranked firm and shall transmit information regarding project scope, schedule, and budget as the basis of fee negotiation.

2b.  Anticipated Total Services Fees of less than $50,000 (Quick Select Option):
               1. A/E Consultant Roster: The CPP project manager shall obtain a list of qualified consultants from the A/E Consultant Roster.
               2. The project manager reviews the list of consultants and their respective qualification documentation on-file and ranks them using weighted uniform criteria.
               3.  The project manager shall notify the first-ranked firm and shall transmit information regarding the project’s scope, schedule, and budget as the basis of the fee negotiation.

3.  Emergency Conditions: 
      When an emergency occurs that requires professional consulting services, the University’s contracting office may waive any or all of the above procedures and directly select consultants as deemed necessary.

[06/04/2014; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 06/04/2014; Approved by: James L. Gaudino, President]