Chapter 3: Qualifications Based Selection Methods, Contracts and Invoices: Step by Step Procedures
Chapter 3 includes three sections: Section I – Professional Consultant Qualifications Based Selection, Section II – Contracts and Section III – Invoicing Procedures for Professional Consultants.
Section I: Professional Consultant Qualifications Based Selection Methods
The procedure for selection of Professional Consultants varies depending on the size & type of the project. The term "Professional Consultant" is used, and refers to the Program Manager, Design Professional or Construction Manager as selected to provide services for a particular project. However, the Board of Regents Facilities Office (OREF) engages other types of professional consultants from time to time. These professionals include engineering firms, environmental consultants, etc.
Direct Appointment Method:
If the professional services fees are anticipated to be up to $75,000, a direct appointment can be made. If the fees are over the campus' delegated contracting authority, the campus shall submit a list of recommended firms to the BOR Office of Real Estate and Facilities for approval by the Vice Chancellor.
Abbreviated Selection Method:
If the anticipated professional services fees are above $75,000 but do not exceed $300,000 the campus shall develop and submit a shortlist of 3 – 5 recommended firms to interview to the BOR Office of Real Estate and Facilities. Candidates will attend a site visit and interview with the Selection Committee, typically comprised of campus representatives.
If the anticipated fees are above $300,000, an advertisement will be placed on the Georgia Procurement Registry (GPR) at http://doas.ga.gov/StateLocal/SPD/Pages/Home.aspx. A shortlist of 3 – 5 candidates will be developed by the Selection Committee, typically comprised of 2 campus representatives and 2 BOR representatives.
A short-listing meeting will be held including representatives from the campus and the BOR Office of Real Estate and Facilities. A list of 3 to 5 candidates will be identified. Candidates will attend a site visit and interview, including representatives from the campus and the BOR Office of Real Estate and Facilities.
Section II: Contracts
Contracts for Professional Consultants include the Contract Documents as indicated in the Office of Real Estate and Facilities (OREF) website at http://www.usg.edu/facilities/resources/contracts_and_agreements. These Contract Documents are directly related to the particular delivery method elected.
NOTE: If the anticipated fees are within the campus' delegated contracting authority, the campus should proceed with the selection process following the appropriate BOR QBS Professional Consultant Selection Method.
NOTE: The contract forms indicated and accessible in the OREF website are the only forms approved by the state Attorney General's office for use on any campus projects, including Projects within the Campus' delegated authority.
Section III: Invoicing Procedures
All invoices are to be submitted to the campus for approval and payment. The Professional Consultant is to include an updated copy of a comparative project schedule with each invoice. The campus is to forward a copy of the invoice and schedule along with a cover letter to keep the BOR PM advised of project progress.