Building Project Procedures Manual | Chapter 3 | page 3-1

Chapter 3: Design Professional Selection, Contracts, and Invoices

General Note: Lists of activities required to complete a task are example activities only. These lists are not exhaustive. It is the responsibility of all parties to determine all necessary steps required to complete any given activity.

I. DESIGN PROFESSIONAL SELECTION

A. Expanded Selection Method
Projects with SCL of $5,000,000 and above and/or the fee will be $300,000 or greater (or other projects as determined by the Vice Chancellor.)

ITEM	BOR FACILITIES OFFICE	CAMPUS	DESIGN PROFESSIONAL /CONSULTANT
1		Send written request from President to the Vice Chancellor for Facilities requesting selection of Design Professional. Provide project budget form and concept statement. (See App. 3A.)
2	Prepare and place advertisement in appropriate newspapers and on the State internet web page at http://ssl.doas.state.ga.us/PRSapp/ (go to Professional Consulting.)	Respond to requests for additional information.
3			Respond to advertisement by submitting the materials requested.
4	Conduct short-list meeting. Select 3 to 5 firms to interview.	Attend short-list meeting. Select 3 to 5 firms to interview.
5	Discuss project and fees with campus. Coordinate with campus to determine site visit date and interview date.	Discuss project scope, budget, and fees with BOR PM. Make sure campus issues are addressed in contract and fees.
6	Send letters to short-listed firms notifying them of site visit, interview dates, fee, etc. (See App. 3 Sample Letters.)
7	Attend site visit.	Organize/Host site visit. See "Memorandum to Architect" at the end of this chapter.	Attend site visit.
8			Respond to interview notification letter within the prescribed time schedule.
9	Conduct interviews with representatives from the campus. Select Design Professional.	Attend interviews. Select Design Professional.	Attend interviews.
10	If necessary prepare item and place on Board agenda requesting approval of Design Professional firm selected.
11	Attend Board meeting. After Board approval, the Vice Chancellor will notify selected Design Professional firm.
12	Prepare appropriate Design Professional contract and conduct project kick-off meeting. For details, see Chapter 3, Section II, "Design Professional Contracts."

B. Basic Selection Method
Projects with SCL of $1,000,000 or greater and less than $5,000,000, and the fee does not exceed $300,000

ITEM	BOR FACILITIES OFFICE	CAMPUS	DESIGN PROFESSIONAL /CONSULTANT
1	Determine if advertisement is desired by the Vice Chancellor. If so, prepare and place advertisement in appropriate newspapers and State internet web page at http://ssl.doas.state.ga.us/PRSapp/ (go to Professional Consulting.) Use Short listing procedures in Chapter 3, part A. If not, proceed to item 2 below.
2		Send request from the President to the Vice Chancellor for Facilities requesting selection of Design Professional. Provide list of 5 firms for consideration. Provide project budget form (see App. 3 A) and concept statement.
3	Review list with campus. Reduce list to 3 firms for interview.
4	Contact the selected Design Professional firms to determine their interest in the project.
5	Discuss project and fees with campus. Coordinate with campus to determine site visit date and interview date.	Discuss project scope, budget, and fees with BOR PM. Make sure campus issues are addressed in contract and fees.
6	Send letters to selected firms notifying them of site visit, interview dates, fee, etc. (See App. 3 Sample Letters.)
7			Respond to interview notification letter with requested materials within the prescribed time schedule.
8	Attend site visit.	Organize/Host site visit. See "Memorandum to Architect" at the end of this chapter	Attend site visit.
9	Conduct interviews with representatives from the campus. Select Design Professional.	Attend interviews. Select Design Professional.	Attend interview.
10	Prepare Design Professional contract. (See App. 3 F or 3 G.) Use form in App. 3 K, "A Design Professional Contract and Professional Services Contract Checklist."		Await notification from BOR Facilities Office
11	If necessary prepare item and place on Board agenda requesting approval of Design Professional firm selected
12	Attend Board meeting. After Board approval, the Vice Chancellor will notify selected Design Professional firm.
13	Prepare appropriate Design Professional contract and conduct project kick-off meeting. For details, see Chapter 3, Section II, "Design Professional Contracts."	Report project status on A Capital & Construction Projects Status Report" form and submit to BOR Facilities Office. (See App. 1 F )

C. Abbreviated Selection Method
Projects with SCL less than $1,000,000, and the fee does not exceed $40,000

ITEM	BOR FACILITIES OFFICE	CAMPUS
1		Send request to the Vice Chancellor for Facilities requesting selection of Design Professional. Provide list of 5 firms for consideration. Provide project budget form and concept statement. (See App. 3 A)
2	Submit an amendment of the Capital Budget to the Board of Regents Office of Fiscal Affairs for Board approval.
3	Review submittal in-house. Refer to campus Master Plan. Notify campus when project has been approved and enter into ProTrak System.
4	Begin Design Professional selection process. (See Chapter 3.)	Begin Design Professional selection process. (See Chapter 3.)

D. Campus Selection Method
Projects with professional fees within the delegated authority of the campus

ITEM	CAMPUS FACILITIES OFFICE / PHYSICAL PLANT	DESIGN PROFESSIONAL
1	Select Design Professional in accordance with appropriate procedures.
2		Await notification from campus
3	Prepare contract in accordance with appropriate procedures using only BOR Facilities Office contract forms. (See App. 3 E )
4	On schedule, report project status on "Capital & Construction Projects Status Report" form and submit to BOR Facilities Office. (See App. 1 F)

II. DESIGN PROFESSIONAL CONTRACTS

A. Design Professional Contracts with fee exceeding campus delegated authority

ITEM	BOR FACILITIES OFFICE	CAMPUS FACILITIES OFFICE / PHYSICAL PLANT	DESIGN PROFESSIONAL
1	Prepare appropriate contract form; send to Design Professional for signature.
2			Sign and forward to the campus.
3		Sign and return all copies to BOR Facilities Office.
4	Convene the project Kick-Off Meeting at the campus. (See "Memorandum to Design Professional" at the end of this chapter.)	Attend project Kick-Off Meeting.	Attend project Kick-Off Meeting.
5			After attending project Kick-off Meeting, begin work. Submit the required project schedule within the required number of days for consideration by the campus and the BOR Facilities Office. (See contract Article 1 a.)
6	Review and consider project schedule.	Review and consider project schedule.

B. Design Professional Contracts when fee is within campus delegated authority

ITEM	CAMPUS FACILITIES OFFICE / PHYSICAL PLANT	DESIGN PROFESSIONAL
1	Prepare contract using BOR Facilities Office approved contract forms. (See App. 3)
2	Send to Design Professional for signature.
3		Sign contract and return to the campus.
4	Send monthly reports to Vice Chancellor for Facilities reporting all Design Professional contracts signed by campus.

III. INVOICING PROCEDURES for DESIGN PROFESSIONALS and CONSULTANTS

ITEM	BOR FACILITIES OFFICE	CAMPUS FACILITIES OFFICE / PHYSICAL PLANT	DESIGN PROFESSIONAL
1			Send invoice to campus for approval and payment. Include the comparative project schedule with each invoice. (See App. 3 M for A Memorandum Regarding Project Schedule Preparation by the Design Professional.)
2		Review App. 3 O, "Procedure for Review & Approval by Campus of Invoices for Design Professionals". Verify information as shown on checklist. (Do not approve unless project schedule has been received.) Record on Design Professional Accounting Record. (See App. 3 Q.)
3		After approval, send payment to Design Professional or consultant. For GSFIC projects, send invoice & cover letter to GSFIC for payment citing appropriate bond funds. (See App. 3 Sample Letters.)
4		Send copy of approved invoice and required comparative schedule to BOR Facilities Office. Include a cover letter addressing project conformance with the schedule.
5	Upon receipt of copy of invoice and schedule, update ProTrak System. Require and initiate corrective action for any schedule concerns.
NOTE:	For invoices on projects within campus delegated authority, the Campus reviews, approves and pays consultants in accordance with appropriate procedures.

Memorandum to Campus

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. The Professional service contract, or the PSC or "Blue Contract" is shown in Appendix 3 E, the "big" architectural/engineering contract for BOR-managed projects is shown in Appendix 3 F and the "big" architectural/engineering contract for GSFIC-managed projects is shown in Appendix 3 G. The Construction Contract form is shown in Chapter 8, Appendix 8 D.

Memorandum to Design Professional

Pre-Interview Site Visit: The intent of the site visit is to inform the interviewees about the scope of the project, the project site and the interview process. The agenda for the meeting will be as shown in App. 3 T. Topics to be covered are general information about the Board of Regents procedures, lines of communication, the project budget and fees offered. Any concerns about fees should be brought up at or before this meeting and in all instances must be addressed prior to Interviews taking place.

The Project Kick-Off Meeting: The Project Kick-Off Meeting is convened by the Board of Regents Program Manager and held at the campus. The agenda for the meeting will be as shown in App. 3 U. The Design Professional will receive the executed contract at this meeting. Specifics of the contract will be highlighted including the requirements of the project budget and the schedule.

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