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Chapter 5: Professional Services

This section outlines the procedures for professional service procurement. Professional services include basic design services, design-build technical consultant, construction manager, and other related services such as programming, studies, and master planning. Also refer to II.C for general policy on the use of Professional Architects and Engineers and Consultant Selection.

A. Project Management

  1. To begin the procurement process for professional design services, the Campus Construction Administrator receives a project request with funding information and campus approvals to begin a project.
  2. When either the design-build contract or construction contract cost for a project is expected to be greater than $500,000 the campus will forward a Project Information Form (PIF) (Exhibit V-1) to the UM Director of Facilities Planning and Development. The Director determines whether Board actions are necessary. A copy of the PIF is returned to the Campus Construction Administrator.
  3. Professional Services: The procurement and administration of professional services, until a design-build or construction contract is awarded, will be managed by the Project Manager.
  4. Programming and Master Planning Services: The procurement and administration of professional services for programming and master planning will be managed by the Project Manager. Refer to Chapter 3: Facilities Master Planning.
  5. Facility Specific Studies: The procurement of professional services for facility specific studies will be managed by the Project Manager.

B. Selection

  1. Architect and Engineer Database
    1. General: The University of Missouri maintains a listing of all consultants interested in providing services to the University of Missouri. UM Facilities Planning & Development maintains this file and distributes it electronically to the campuses. This database will be used as a starting place to determine the most qualified consultants for a project.
    2. Advertisement: Facilities Planning and Development will annually place an advertisement, in major newspapers in the State of Missouri, for one day inviting interested consulting firms to submit qualifications. Interested firms will be provided questionnaires regarding the size of their firm, their expertise, and their experience.
  2. Classifications: The University of Missouri uses two procedures for the selection of consultants depending on the size of the project. The dollar sizes of the projects mentioned below are guidelines. The Type I procedure may be used for projects with fees less than $200,000 based on the judgment of the Project Manager.
  3. Evaluation Criteria
    1. The University’s procedure
      1. Type I - Major Projects: Major Projects include new buildings, major renovations and significant studies. Typically, professional fees on Major projects exceed $200,000.
      2. Type II - Small Projects: Small Projects include various types of consulting and typically have professional fees less than $200,000.
    2. s for selecting consultants follow the intent of State and Federal guidelines. For each project, the firms will be evaluated based on the following:
      1. The firm’s qualifications.
      2. The number of projects the firm has completed that are similar in scope and size.
      3. The current number of contracts the firm has with the University of Missouri.
      4. The firm’s past performance.
      5. The firm’s present work load.
      6. The firm’s experience with the project.
      7. The firm’s Minority status and minority participation in the design team.
      8. The firm’s status as a Missouri Firm.

C. Selection Procedure

  1. Type I - Major Projects
    1. The Campus Facilities Administrator defines the project scope and assigns the Project Manager.
    2. For new buildings or major renovations the Campus Chancellor [or other officer] appoints a project committee. Members of the committee will include appropriate user representatives including faculty, staff and students. The Project Manager will also be appointed to the committee. The Chancellor may appoint a committee chairperson who will be responsible for coordination of user input, concerns, and suggestions. The primary role of the committee is to develop and define the program needs and ensure the design satisfies the program needs.
    3. The Project Manager prepares a Request for Qualifications (RFQ). The RFQ outlines the project scope and services required.
    4. The Project Manager will determine the appropriate architect/engineer fee for the project. This maximum fee will be stated in the RFQ.
    5. The Project Manager uses the Consultant Database and their judgment to develop a list of consultants to receive the RFQ. The Project Manager issues the RFQ to prospective firms.
    6. After qualifications are received from the consultants, the Project Manager reviews the information and recommends a list of firms to interview to the committee. Only the most qualified consultants are invited to be interviewed.
    7. The interviews are coordinated by the Project Manager and should include the project committee.
    8. Based upon the above evaluation criteria, the selection committee ranks the firms and they recommend a finalist. A written evaluation of the firms is placed in the project file. The Project Manager will complete the University of Missouri Consultant Selection Summary Form (See Exhibit V-3) and place in the project file.
    9. The Project Manager negotiates the final form of the contract with the selected Architect/Engineer.
    10. If no Architect/Engineering firm agrees to the terms of the University contract or fee, the selection criteria and designated fee may be modified and the selection process shall start over.
    11. After campus approvals, the top ranked firm and successfully negotiated agreement are recommended to the Board of Curators for approval if necessary. Refer to Chapter 2, policies.
  2. Type II - Small Projects
    1. The process follows the same steps as the Type I process. However, an RFQ and committee interviews are not required. The Project Manager will consider no less than three (3) qualified firms.
  3. Studies and Master Plans
    1. The selection process and criteria of Consultants for services other than facilities design (such as programming and master planning) follows the process identified above unless the firm is a current University’s Tool Box firm (see paragraph G below).

D. Professional Services Fees

  1. Process: For Type I projects, professional services fees shall be established before the RFQ is issued according to the Fee Guidelines, see below. For Type II projects, the Project Manager will negotiate fees using reasonable and fair judgments. If the University and the consultant cannot agree, the negotiations will be ended. The Project Manager will justify any fee higher than the maximum listed in the guidelines, and document the extenuating circumstances.
  2. Fee Guidelines: UM Facilities Planning and Development will maintain the fee guidelines and calculation methods.

E. Agreements

  1. Standard Consultant Agreement
    1. For basic design and construction services, a University of Missouri Standard Consultant Agreement is used. This agreement is a contract between the Owner (University) and the Consulting firm. This agreement is maintained by UM Facilities Planning & Development.
    2. The agreement contains two major segments: the body of the agreement and the agreement exhibits. The body of the agreement identifies the responsibilities of both the Owner and Consultant. The exhibits include:
      1. the name of the Project Manager,
      2. the scope of services,
      3. amount available for construction,
      4. the project schedule,
      5. the fee and billing rates,
      6. other project specific requirements (e.g., Board of Curators presentations or visits, site visits, number of brochures needed, etc.).
    3. The Project Manager prepares the agreement. The agreement is sent to the Consultant along with a transmittal letter that requests the firm’s representative to: (1) sign the Agreement; (2) send a Certificate of Insurance; (3) direct all correspondence to the Project Manager and (4) return the agreement to the Project Manager. Normally, three signed copies of the agreement are required: one each for the Project Manager, the contracting official’s file, and the consultant.
    4. After the consultant returns the signed copies of the agreement, the appropriate University official executes the agreement. See Section II. B. Once the agreement is fully executed and returned to the Consultant, the Consultant may proceed with the project.
  2. General Consulting Agreement
    1. For services requiring no direct design and construction responsibility by the consultant(such as the owner’s design-build technical consultant, programming, master planning, and studies), a General Consulting Agreement will be used. The agreement specifies the scope of services, conditions for employment, agreed upon contract payment, the project completion date, and related contractual information. This agreement is maintained by UM Facilities Planning & Development.
    2. The Project Manager follows the same procedure above.
  3. Land Surveyor Agreement
    1. The University will hire a Land Surveyor when land survey work is required. The Project Manager will use the University of Missouri Land Surveyor Agreement. This agreement is maintained by UM Facilities Planning & Development.
    2. The Project Manager follows the same procedure above.
  4. Geotechnical Engineer Agreement
    1. The University will hire a Geotechnical Engineer when soils investigation work is required. The Project Manager will use the University of Missouri Geotechnical Engineer Agreement. This agreement is maintained by UM Facilities Planning & Development.
    2. The Project Manager follows the same procedure above.
  5. Amendments: The original Contracting Officer will sign all amendments to any agreements. A sample transmittal letter and amendment are provided in Exhibit V-5

F. Engagement Limitations

  1. A firm acting as a Design-Build Technical Consultant is not eligible to be on a team that submits a Design-Build Statement of Qualification or Proposal, nor may that later engage in that project for any team that is selected for, or awarded, a Design-Build contract.
  2. Firms providing programming and/or preliminary design on a given project may not eligible to provide design services for that project when that work is used to establish the project budget. An exception to this rule may be made for Tool Box Architects/Engineers that would provide design services within the limits of Tool Box work.

G. Tool Box Architect/Engineers

  1. Architect and Engineers may be retained on an on-going basis to provide project programming, preliminary design, or design services for projects with construction cost less than $500,000. It is recommended a campus retain three to four firms on an annual basis to provide these services and distribute the applicable work among these firms.
  2. The selection process for Architects/Engineers to be included as a Tool Box firm shall follow the selection process for Type I Projects, but without designating project fees in the RFQ.
  3. For major campus customers with significant construction, a Tool Box firm may be retained to provide design services for larger projects with construction costs up to $5,000,000. Tool Box services for these large customers must be approved by the UM Director of Facilities Planning and Development.
  4. Individual agreements will be issued for individual design projects that will be bid and major planning commissions. Retainer agreements renewable up to a total contract period of five years may be used for miscellaneous indefinite delivery services. For each Tool box commission on, a contract order must be issued by the Project Manager that describes the project scope, schedule, budget and fees.

H. Payments

  1. General: Consultants may request payments following the criteria established in the agreement. The Consultant is supplied any payment request forms and instructions with the agreement.
  2. Invoice: The Consultant must submit to the Project Manager a request for payment of services performed at any stage of the projects development (e.g., schematic, preliminary design). Invoices must accompany all payment requests submitted by a Consultant detailing the services completed. The payment request shall summarize the total bill to date and the current bill.
  3. Executed Agreement: The Project Manager will review and approve all Consultant payments. No payments should be approved unless an executed agreement is on file.
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