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Resources and Reports

CWUR 7-30-040 Consultant Selection

The consultant selection procedure provides a qualification-based process for the selection of consultants. 

(1) Process
The FMD Planning and Project Management office manages and utilizes the following guidelines in procuring the services of) consultants pursuant to CWU Policy CWUP 2-10-040 and CWUP 2-10-170 and in accordance with Revised Code of Washington (RCW) chapter 39.80.
(A) Uniform criteria  is 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.
(B) All consulting services will be publicly advertised per RCW 39.80.  Advertisements may solicit for a general category of services or for a specific type of service required for an individual project or a defined collective group of projects.
(C) The FMD Planning and Project Management office maintains 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 will occur on an annual basis.  Statements of qualifications for inclusion on the roster  are accepted year round.
CWU requires all consultants, with whom it enters into a contractual relationship, to comply with all policies, statutes and regulations.
(D) 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.
(E) In accordance with RCW 39.19, Central Washington University is committed to providing the maximum practicable opportunity for increased participation by minority (MBE) and women-owned (WBE) and controlled business enterprises in participating in public works. To that end, a Business Diversity Plan will be required in the list of submittal documents.
(F) CWU will 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.

(2) Selection Procedures
The FMD Planning and Project Management office utilizes the following criteria  to select consultant firms.
(A) Anticipated Accumulative Basic Services Fees of $150,000 or more:  A general request for qualifications announcement will be published.
1. Announcement:  The announcement will invite all interested consultants and shall include, but not be 
limited to, the following;
a. General description and scope of the project
b. Evaluation selection criteria
c. A list of required submittal documents
d. Submittal due date, time, and location
e. Contact information for university representatives
2. Evaluation Committee:  An evaluation committee will be established, consisting 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 project manager.  The evaluation committee
will develop evaluation criteria and conduct all deliberations in accordance with procedures contained herein.
3. Evaluations:  Initially, submittals will be screened by the project manager 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 will include the following:
a. Qualifications of key project personnel;
b. Relevant recent experience;
c. Performance on previous projects;
d. Ability to perform requested services; and
e. Diverse business inclusion plan.
4. 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 rated on the same criteria as the initial evaluation or modified criteria as determined by the evaluation committee.
5. 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.

(B) Anticipated Total Services Fees Less Than $150,000:  The FMD Planning and Project Management office maintains a  roster for use in selecting consultants for projects having an estimated total fee for services under $150,000. There are two ranges in this category, as described in paragraphs (C) or (D) below.
1. Announcement:  An annual advertisement will be published for consultants to submit statements of qualifications for inclusion in the 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 will be accepted year round.  The announcement will include:
a. Evaluation selection criteria
b. A list of required submittal documents
c. Consultant Roster Application Form
d. Name and contact information of university representative
2. Evaluation and Selection:  The standard submittal and selection process will 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:
a. Qualifications of key project personnel
b. Relevant recent experience
c. Performance on previous projects
d. Ability to perform requested services
e. Diverse business inclusion plan
3. Based on the amount of the anticipated fee – the CPP project manager will use either (C) or (D) below:

(C) Anticipated Total Services Fees of $50,000 or more up to $150,000.00
1. Evaluation
a. Consultant Roster:  The project manager will obtain a list of qualified consultants from the Consultant Roster.
b. The project manager and a designated representative directly involved with the project will 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 will determine a final Evaluation rank order which will determine a short list of a minimum of two consultants to interview.
2. Interview
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 rated on the same criteria as the evaluation process.
3. Selection and Award
a. After the interviews the project manager and the designated representative will determine a final rank order.
b. The project manager will notify the top ranked firm and will transmit information regarding project scope, schedule, and budget as the basis of fee negotiation.

(D) Anticipated Total Services Fees of less than $50,000 (Quick Select Option)
1. Evaluation
a. Consultant Roster:  The project manager will obtain a list of qualified consultants from the Consultant Roster.
2. Selection and Award
a. The project manager will review the list of consultants and their respective qualification documentation on-file and ranks them using weighted uniform criteria.
b. The project manager will notify the first-ranked firm and will 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.

[Responsibility: Facilities Management Department; Authority: VP of Operations; Reviewed/Endorsed by: Cabinet/UPAC; Last review: 6/4/2014: Review/Effective Date: 02/01/2017; Approved by: James L. Gaudino, President]

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