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

REGENTS’ POLICY MANUALSECTION 4—FINANCE AND MANAGEMENT5) The interview committee shall review the consultant files forwarded and select aminimum of three and a maximum of five firms for more detailed consideration andinterview. Where possible, the maximum should be selected. In making theseselections, the committee shall consider, among other things: (a) factors of theConsultant Interview Evaluation form; (b) specialized experience in type of workproposed; (c) capacity of consultant to perform the services on time; (d) pastperformance by the consultant; and (e) consultant’s principal place of business.6) The interview committee will conduct interviews of the firms selected for moredetailed consideration and develop a numerical rating of the qualifications of eachfirm. If out-of-state firms are under consideration, all in-state firms will be given afive percent preference by multiplying their final numerical rating by a factor of 1.05.For the purpose of determining whether a firm or a team consisting of both in-stateand out-of-state firms can be qualified as an in-state firm, the following criteria are tobe used: (a) the firm with which the contract will be executed must have a principalplace of business and a substantial continuing presence in Oklahoma, and (b) amajority of the work effort on the project must be accomplished by the in-statefirm(s). A report of the results will be forwarded to the President for action by theBoard of Regents to rank and select consultants.7) Following action by the Board of Regents, a full report of the selection process willbe forwarded by the Chairman of the Board of Regents to the Office of the Governorfor review.8) Normally, following review by t he Governor, the President or his or her designeewill negotiate a contract with the first choice consultant. However, if the Universitycannot reach agreement with the first choice consultant, negotiations shall beterminated, and the University shall negotiate in a similar pattern with the remainingconsultants in descending rank order until an agreement is reached. The President orhis or her authorized designee may execute the consultant contract.4.18.2—EMERGENCIESWhere a sudden unexpected happening or unforeseen occurrence arises whereby it is impossible forthe University to observe this policy because of the time factor and public health or safety is endangeredor where a condition or situation arises which, if allowed to continue, would lead to economic loss to theState or further damage to State property, the President may declare an emergency, giving reasonstherefore and, upon notifying the Board of Regents and the Director of the State Department of CentralServices, enter into a consultant contract up to $25,000.00.(RM, 3-24-70, p. 10282; 10-18-89, p. 21381; 3-6-96, p. 24811; 3-29-00, p. 26909; 1-27-04, p. 28924)THE UNIVERSITY OF OKLAHOMA 259