Minutes of a Regular Meeting, June 22-23, 2004 - Digital Collections

REGENTS’ POLICY MANUALSECTION 4—FINANCE AND MANAGEMENT4.18—SELECTION OF ARCHITECTS,ENGINEERS AND LAND SURVEYORSDESIGN CONSULTANTS ANDCONSTRUCTION MANAGERSAn objective of the University is to develop the best possible campus environment, within the limitsof available resources and to enhance implementation of its missions of teaching, research andscholarly/creative activity, and professional and University service and public outreach to the State ofOklahoma. To this end, the Board of Regents hereby establishes this policy to be followed in the selectionof professional design consultants as defined in Oklahoma statute and construction managers, which shallsupersede all previous policies in this area. The policy covers three areas of concern:• Soliciting names and screening qualifications of interested design consultants orconstruction management firms or individuals.• Interviewing, screening and selecting firms or individuals identified during thesolicitation process.• Selecting architects, engineers, and other design consultants and constructionmanagers in an emergency.4.18.1—SELECTION PROCESSWhen the President decides that the University requires the services of a licensed architectural,registered engineering, registered land surveying firm or construction manager, the provisions of thispolicy will be followed. The basic sequence of actions will be as follows:1) Architectural and Engineering Services, when authorized by the Vice President forAdministrative Affairs on either campus, will forward a letter to the State Departmentof Central Services requesting the names of all firms who have established aconsultant file with the State of Oklahoma. The letter will contain informationdefining the scope of the proposed project and identifying or describing the variousproject components, phases, timetables and sources of funds.2) Upon receipt of the list of appropriate firms by Architectural and EngineeringServices, it will send letters of notification to all firms on the list. The letters willsolicit a timely expression of interest in performing consultant services for theproject, and shall contain the following information: (a) description and scope of theproject; (b) estimated construction cost; (c) time schedule for the project; (d) fundsavailable, including, federal, state or other sources; (e) specification of the last datefor submitting a notice of interest in performing the proposed services to theUniversity; and (f) other pertinent data.THE UNIVERSITY OF OKLAHOMA 257