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Chapter 3: Design Professional Selection, Contracts and Invoices: Step by Step Procedures

Chapter 3 includes three sections: Section I – Design Professional Selection, Section II – Contracts and Section III – Invoicing Procedures for Design Professionals and Consultants.

Section I: Design Professional Selection Methods
The procedure for selection of Design Professionals varies depending on the size of the project. Typically, when the term "A Design Professional" is used, it refers to the Architect as the leader of a team selected to design a particular project. However, the Board of Regents Facilities Office engages other types of design professionals from time to time. These professionals include engineering firms, environmental consultants, etc.
Section I ›

  1. Expanded Selection Method: If the Stated Cost Limitation (SCL) is $5,000,000 or above and/or the fee will be $300,000 or greater, an advertisement for Design Professionals will be placed on the Internet and may be placed in various newspapers throughout the state. A short-listing meeting will be held including representatives from the campus and the BOR Facilities office. 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 Facilities Office.
     
  2. Basic Selection Method: If the SCL is $1,000,000 or greater and less than $5,000,000, and the fee does not exceed $300,000, the campus will consult with the BOR Facilities Office to determine a list of interviewees. Candidates will attend a site visit and interview including representatives from the campus and the BOR Facilities office. The project may be advertised at the discretion of the Vice Chancellor.
     
  3. Abbreviated Selection Method: If the SCL is less than $1,000,000, and the fee does not exceed $40,000, the campus will consult with the BOR Facilities Office and submit a list of recommended design professionals. The Vice Chancellor for Facilities will then make a direct appointment.
     
  4. Campus Selection Method: If the project has professional fees anticipated to be within the delegated authority of the campus, the campus may select the Design Professional without the involvement of the Board of Regents Facilities Office, but should follow BOR procedures.

    5. Section II: Contracts
    Contracts for design professionals include the Architectural/Engineering Contract and the Professional Services Contract (PSC). The PSC is sometimes called the "Blue Contract." It is a simplified contract typically used for smaller projects. NOTE: The contract forms in this manual are the only forms approved by the state Attorney General's office for use on any campus projects, including projects within the delegated authority of the campus.
    Section II ›

    Section III: Invoicing Procedures
    All invoices are to be submitted to the campus for approval and payment. The Design Professional 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.
    Section III ›

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