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Policies and Procedures

Finance & Administration

4-OP-B-11-C1 Architect/Engineer Selection Process

Responsible Division: Finance and Administration
Approving Official: Vice President for Finance and Administration
Effective Date: January 1, 2014
Last Revision Date: Unrevised at this time.
   

SPECIFIC AUTHORITY

Sections 287.055, 1001.74, F. S.

OBJECTIVE

To provide guidelines for selection of architect/engineers.

OVERVIEW

This procedure provides the guidelines for selecting architect/engineers (A/Es) for Florida State University construction projects. It describes the development of the selection committee, advertisement for services, development of a short list and the interview process.

A. INTRODUCTION

Architects and engineers are selected to provide services under the following types of contracts:

Campus Service Agreements

Architects and engineers may be selected to provide services under a continuing contract for projects for which the construction cost is $1,000,000 or less, or for planning or study activities for which the fee is $100,000 or less. A Campus Service Agreement is effective for one year, with the option to renew two times for one year each time.

Individual Project Agreements

Architects and engineers may be selected to provide services for a specific project as described in a public notice placed in accordance with FSU Online Policies and Procedures OP-B-11-A Advertisements for Architect/Engineer and Construction Manager Services and Calls for Bid.

Projects exceeding $100,000 must have an approved facilities program as required by FSU Online Policies and Procedures OP-B-11-I, Development of Facilities Programs.

B. FORMATION OF CERTIFICATION AND SELECTION COMMITTEE

When the University is ready to select an architect/engineer for an individual project, or to provide continuing services under a Campus Service Agreement, a Certification and Selection Committee (committee) is appointed.

The committee discusses the requirements of the project and determines any selection criteria, in addition to that in the standard Professional Qualifications Supplement (PQS) form. Selection criteria must elicit information which cannot otherwise be determined from the standard PQS form, must be related to the firm's experience and ability and must not request a firm to describe its approach to the proposed project (approach is only requested of the short listed firms). The committee also develops the selection schedule, establishing dates for the short list meeting and the final interviews. The committee reviews and approves the proposed Project Fact Sheet (forms section).

C. PLACEMENT OF ADVERTISEMENT

The University places a Notice to Professional Consultants in the Florida Administrative Weekly as described in FSU Online Policies and Procedures OP-B-11-A Advertisements for Architect/Engineer and Construction Manager Services and Calls for Bid. If the "Design Ability" category is not being considered for the project, the advertisement must so state.

D. REQUIRED QUALIFICATION DATA

The advertisement contains information relating to the submission of qualification data, including:

1. Professional Qualifications Supplement (PQS)

A copy of the Florida State University PQS (forms section). This form must be signed by an officer or principal of the firm. (Note: Applicants using forms from other state agencies or outdated FSU forms may be disqualified.)

2. Professional Registration Certificates

A reproduction of the applicant's current Professional Registration Certificate in the name of the applicant offering the services. An applicant must be properly registered to practice in the State of Florida with the appropriate state board governing the services offered. The University verifies the current status with the appropriate state board before the recommendation of an applicant's selection is made final.

3. Corporate Charter Registration

If the applicant offering services is a corporation, it is required to include a reproduction of its corporate charter registration with the Department of State to operate in Florida. The University verifies the status of the corporation with the Division of Corporations before the shortlist is made final.

4. Joint Ventures

An applicant submitting an application as a joint venture is required to submit a copy of its joint venture agreement. (Note: When firms are applying jointly for a project, they must have formed a joint venture. Firms applying as "Associations" without a joint venture agreement will be disqualified.)

5. Other

The committee may require other data deemed appropriate for a specific project and include such requirements in the Notice to Professional Consultants.

E. INFORMATION ON WEB SITE

The FDC will post the following information on its web site: the Project Fact Sheet (forms section), the final project advertisement, the PQS form and any other information the University considers relevant.

F. REVIEW AND DEVELOPMENT OF SHORTLIST

After receipt of submittals, the Facilities Design and Construction (FDC) office reviews them for completeness. The FDC prepares Schedule A of the Selection Evaluation Form (forms section), using the applicants' Professional Qualifications Supplements as the information source for all entries. Instructions for completing Schedule A are included in the forms section. A copy of a completed Schedule A will be provided to each member of the committee. Irregularities in submittals will be handled as described on the PQS Irregularities checklist (page 4 of the PQS form).

The committee convenes to screen the applicants and develop a short list. The committee completes Schedule B of the Selection Evaluation Form (forms section), consisting of the following categories:

1. Past Performance

The most recent rating for those applicants which have a current rating on file with Florida State University. Where no performance data are on file for the applicant, the applicant is assigned the University rating average. The score range is 0-20.

2. Experience and Ability

Based on the selection criteria and the information provided by the PQS forms, the committee reviews each applicant's relevant experience and qualifications. After the committee discusses the merits of each application, the committee members rate the applicants. Their individual scores are averaged, and the composite score is entered into the column, "Experience and Ability." The score range is 0-20.

3. Design Ability

The Committee reviews each applicant's proposal to determine its design ability. The committee should consider examples of the applicant's prior work and its design philosophy, as well as the applicant's prior projects, their sensitivity to site and surroundings and their aesthetic appeal. The score range is 0-5.

The committee members' individual scores are averaged and the composite score is entered into the column, "Design Ability."

NOTE: This category is not applicable in selections for projects for which there are no architectural implications, e.g. traffic studies, asbestos abatement projects, re-roofing projects, utility projects, etc.

4. Top seven

Only the seven (7) applicants receiving the greatest number of points when the ratings for "Past Performance," "Experience and Ability" and "Design Ability," are combined are considered further in the selection process. The number may be increased in the event of a tie for the seventh position.

5. Calculating Work in Progress, Volume of University Work and Location

The seven (7) Applicants receiving the highest scores as stated above are rated in the following areas:

a) Work in Progress

This rating is based on the dollar amount per person with a score range of 0-5. The Workload Rating Table (forms section) is used. For joint venture applicants, each party to the joint venture is scored separately. Then the scores are prorated based on the parties' percentage of the fee as established in the joint venture agreement.

b) Volume of University Work

The Volume of University Work is based on a dollar amount per person with a score range of 0-5. The Volume of Florida State University Work Rating Table (forms section) is used. For joint venture applicants, each party to the joint venture is scored separately. Then the scores are prorated based on the parties' percentage of the fee as established in the joint venture agreement.

c) Location

The Committee decides on the proper rating table to be used, based on the type, size and complexity of the project. The score range is 0-20. The appropriate Location Rating Table, A or B (forms section), is used. For joint ventures, the lesser of the joint venture parties' scores is used.

6. Development of short list

The committee selects no less than three (3) and no more than five (5) applicants to present their qualifications at an interview with the committee. Each member of the committee must sign Schedule B of the Selection Evaluation Form (forms section).

G. REFERENCE CHECKS

The committee designates a person (or persons) to conduct the reference checks. An effort should be made to conduct two (2) reference checks per applicant. Reference checks must be documented using the form provided (forms section) and presented to the committee for its consideration during the interview.

H. NOTIFICATION OF APPLICANTS

Applicants are notified of the results of the short list by the posting of the results on the FDC web site. The notification will include the following: "We are required to include in this notice the following statement: 'Failure to file a protest within the time prescribed in Ch. 120, Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.'"

The University notifies the firms which were short-listed and provides them with the following: a list of the final interview evaluation criteria; the time, date and location of the interview and the length of time allotted for the interview. The notification letter should request that each firm bring a summary of its presentation to leave with the committee members.

I. PRESENTATIONS

The committee will convene to hear the finalists' presentations. The committee chair should introduce the voting members and the visitors present. Once an applicant has begun its presentation, the door should be closed to minimize interruptions to the applicant's presentation. Following the oral interviews and discussion of the presentations, the committee rates each applicant on Schedule C of the Selection Evaluation Form (forms section) in the following categories (individual committee members' scores will be averaged to arrive at composite scores):

1. Understanding of the Program and Project Requirements

The Applicants are evaluated on their understanding of the requirements and needs of the project as demonstrated by their project teams, including consultants. The Applicants are rated on the completeness of their understanding of the factors which are unique to the project, including the thoroughness demonstrated in analyzing and investigating the scope of the project and in preparing for the interview. The score range is 0-20.

2. Approach and Method

The committee considers the applicants' and their consultants' approaches to the project and methods proposed for planning, designing and administration of the project. The applicants should be asked to identify by name the key personnel of their proposed teams: project manager, project architect, project construction administrator and other key staff members to be assigned to the job. The applicant should also identify those responsible in areas such as: civil engineering, electrical engineering, landscape design, mechanical engineering, structural engineering, etc. The score range is 0-20.

3. Ability to Provide Service

The committee evaluates the applicants' ability to meet the owner's required timetable and to provide for the special or unique requirements of the project, including a projected timeline of activities through project completion. The applicants should be asked to discuss their ability to fulfill each project requirement and to describe all other projects on which team members are currently involved. Results of the reference checks are considered in this category. The score range is 0-20.

J. Question and Answer Period

Following the presentation, a time may be set aside for questions and answers. Initially, only the committee members may ask questions of the firms. If time permits and the committee members have no further questions, other interested observers may be allowed to ask questions.

K. Committee Recommendation

Immediately following the interviews, the committee should ask for input from non-committee member user representatives who attended the interviews. After review with the non-committee member representatives, the committee meets to score the presentations, totals the points for each applicant interviewed, and determines the recommended ranking.

The committee ranks the interviewed applicants, and recommends the ranking on Schedule C of the Selection Evaluation Form (forms section). In the event of a tie, a majority vote of the committee prevails. Schedule C must be signed by all members of the committee. The committee shall not divulge its recommendation to anyone until after the recommendation has been approved by the University President.

L. MAINTENANCE OF SELECTION RECORDS

The completed Selection Evaluation Forms (Schedule A, Schedule B and Schedule C) are filed in the University Facilities Office, together with any notes kept by committee members throughout the selection, correspondence related to the selection and the proposals of the applicant firms.

M. APPROVAL OF COMMITTEE RECOMMENDATION

The University Facilities Office presents the committee's recommendation to the University President for action.

N. NOTIFICATION OF INTERVIEWED FIRMS

The University notifies each interviewed firm of the President's action. The notification will include the following: "We are required to include in this notice the following statement: 'Failure to file a protest within the time prescribed in Chapter 120, Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.'" The selection results are also posted on the FDC web site.

FORMS

Project Fact Sheet

Professional Qualifications Supplement (PQS)

Selection Evaluation Forms (Schedules A,B, C)

Instructions for Completing Schedule A

Workload Rating Table

Volume of University Work Rating Table

Location Rating Tables

Reference Check Form