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Policy No: 2105
Responsible Office: Facilities Management
Last Review Date: 01/09/2023
Next Required Review: 01/09/2028
Policy No: 2105
Responsible Office: Facilities Management
Last Review Date: 01/09/2023
Next Required Review: 01/09/2028

Professional Service Selection Process for Capital Projects

1. Purpose

This policy provides directions for selecting professional services for all capital construction projects.

2. Applicability

This policy applies to professional services contracted for capital projects built on USA and USA Health state owned property. This policy also applies to any project that is part of a land lease or building lease agreement with USA or USA Health on state property or private property.

3. Definitions

Professional Service: A service requiring specialized knowledge and skill usually of a mental or intellectual nature and usually requiring a license, certification, or registration. Professional services include but are not limited to architects, engineers, specialty consultants, and program managers.

Professional Service / Design Contract: A formal agreement with an architectural, engineering, specialty consultant or program manager for professional design services on a University construction project.

Design contracts may take the form of: Owner-Architect Agreements (OA), Professional Services Contracts (PSC),or Professional Services Purchase Orders (PSPO).

Capital Project: Any new construction, renovation, or adaptation project by USA or USA Health regardless of funding source, with an estimated total project cost over $2,000,000 .

Pre-Construction Project Manager (PCPM): USA Facilities Management employee designated to manage the process for selecting professional services for capital projects.

4. Policy Guidelines

It is the policy of the University of South Alabama to award Professional Services contracts for design services on its capital projects in accordance with the applicable State of Alabama laws and procedures. This policy defines the process for selecting an architectural, engineering, or specialty consultant for capital projects at USA. The policy defines the roles of the PCPM and Selection Committee, and outlines the processes for advertising for requested services, and selecting design consultants.

5. Procedures

5.1   Requirements

USA Facilities Management is the contact Awarding Authority of all design and construction projects on campus. USA engages the services of registered architects and engineers in accordance with:

    • Code of Alabama 1975 Title 34, Chapter 2 -Architects
    • Code of Alabama 1975 Title 34, Chapter 11- Engineers and Land Surveyors;
    • Code of Alabama 1975 Title 41,Section 41-16-72 Procurement of Professional Services;
    • Alabama Administrative Code chapter 100-X-5-. 11.

5.2   Discrimination

In its contracting efforts, USA does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status, or any other applicable legally protected basis.

5.3   Roles of the PCPM during the Architect/Engineer Selection Process

The PCPM is responsible for developing a Request for Qualifications (RFQ) or Request for Proposal (RFP). The RFP or RFQ is created based on USA Facilities Management's understanding of the project's preliminary scope of work requirements. The PCPM is also responsible for submitting the RFQ or RFP for advertisement, forming the Design Team Selection Committee, reviewing selection procedures, scheduling design firm interviews, and notifying candidates of rejections or selections.

5.4   Role of the Selection Committee

The Selection Committee will consist of the PCPM and either a Dean (academic), Department Head (non-academic) or a single representative that they have appointed for campus projects. The Executive VP / Provost may elect to appoint a person on the committee at their discretion. An appointed officer for USA Health will be on the committee for all USA Health capital projects. The Executive Director for University Real Estate Services and Asset Management will be on the committee for all USA capital projects including USA Health. The Selection Committee is responsible for establishing evaluation criteria, reviewing all consultant submittals, determining a short-list of firms for presentations/interviews, conducting interviews with the short-list of firms, and ultimately, selecting a prime professional service I design firm for the project.

5.5  Advertisements for Qualifications or Proposals

Before qualifications or proposals can be received for a project, the PCPM will submit a Request for Qualifications (RFQ) or a Request for Proposals (RFP) to the Alabama Department of Finance's Real Property Management Division of Construction Management, formerly known as the Alabama Building Commission, which will publish a public announcement soliciting architectural and/or engineering design firms. Interested design firms will submit statements of qualifications or a proposal for professional services by the date and time stipulated in the advertisement.

5.6   The Selection Process

Using the evaluation criteria, the Selection Committee will convene and determine the short-list of no fewer than two and no more than six design firms. The short-listed design firms will be invited to present/interview with the Selection Committee. Based on submittals and the interview, the Selection Committee will evaluate each design firm's relevant qualifications and establish a rank order accordingly.

5.6.1  The Selection Committee will invite the short-list of candidate design firms for an onsite presentation/interview  before the Selection Committee.

5.6.2  The PCPM will introduce the voting members and any non-voting visitors present.

5.6.3  Each design firm will be allotted the same amount of time to present a proposal. This will include sufficient time at the end of each presentation for questions and discussion with the Selection Committee.

5.6.4  Upon completion of all interviews, the Selection Committee will review and discuss each design firm's relevant qualifications and competencies using the established evaluation criteria for the project.

5.6.5  The Selection Committee will deliberate on the proposals and vote to develop a rank order of the most qualified design firms. The Selection Committee will make a recommendation regarding the most qualified design firm.

5.6.6  The Selection Committee's recommendation will be reviewed by the Assistant Director, Engineering Design and Construction and the Assistant Vice President for Facilities and Construction before the design team is awarded the project.

5.6.7  Upon award, each of the candidate design firms will be notified as to the outcome of the selection process.

5.6.8  Once awarded, the PCPM shall establish a contract for design services with the approved consultant. Upon formal agreement of a contract, design will officially begin.

5.6.9  If USA is unable to successfully negotiate and execute a contract for services, the University reserves the right to terminate all negotiations, reject any or all proposals, in whole or in part, or to waive any informalities or irregularities there in that are in the best interest of USA.

5.7  Exceptions

Exceptions must be approved by the Assistant Director, Engineering Design and Construction and the Assistant Vice President for Facilities and Construction before being used by the PCPM. The full selection process may not be used in the following situations:

5.7.1  When an architectural or engineering firm has participated in significant planning efforts on a potential project, the University may award without the RFP process, to take advantage of the firm's expertise and knowledge gained in the planning process, and thus reduce design costs.

5.7.2  When an architectural or engineering firm has designed multiple projects within a University facility, the University may award without the RFP process, to take advantage of the firm's expertise and knowledge about that facility, and thus reduce design costs.

5.7.3  When an architectural or engineering firm has designed multiple projects of a similar type, particularly when the facility is of a specific, non-standard nature, the University may award without the RFP process, to take advantage of the firm's expertise and knowledge regarding the type of project and/or facility, and thus reduce design costs.

5.7.4  When an architectural or engineering firm has unique design expertise or capabilities, not likely to be found in the normal state or regional architect/engineer community, the University may award without the RFP process, to take advantage of the firm 's design expertise or capability, and thus reduce design costs.

5.7.5  When it is in the best interest of the University to make an exception for a reason other than those listed in paragraphs 1-4 above, the University may award without the RFP process.

6. Enforcement

This policy is enforced by Facilities Management. Non-compliance may result in suspension of associated activities and/or projects. University faculty and staff will be subject to disciplinary action per Faculty Handbook or Staff Employee Handbook, respectively.

7. Related Documents

Not Applicable.