West Virginia University Policy
Division of Administration and Finance
ACQUISITION OF PROFESSIONAL SERVICES USED IN CONSTRUCTION POLICY
The purpose of this policy is to establish guidelines for the acquisition of professional services to be used in the construction and/or renovation of facilities on the campus of West Virginia University.
This policy applies to all university employees involved with the acquisition, construction or renovation of facilities, including those on the regional campuses.
When the university requires professional services (such as Architectural and/or Engineering) in the normal course of facilities and construction projects, the university will acquire those services in compliance with West Virginia Code 5G-1 and the West Virginia Board of Trustees Title 128, Policy Bulletin 54.
A. For those transactions less than $250,000:
Proposals will be solicited from not less than three firms. Formal advertising is not required. The most qualified firm, in the opinion of the university based on appropriate criteria, is identified. Negotiations are undertaken in order to establish a mutually acceptable fee and, upon such acceptance, the parties will enter into an AIA B-141 Agreement. All appropriate documentation is submitted to Procurement Services with a completed requisition and an order will be placed.
B. For those transactions greater than $250,000 but less than $500,000:
The department initiating the action shall submit a properly completed requisition to Procurement Services, including a project description and all requirements, prior to negotiations with firms. Procurement Services will formally advertise the request, form a Selection Committee, assist in the evaluation of proposals, and prepare a short list of at least the three most qualified proposers.
The department initiating the action will interview at least the top three rated proposers and select the most qualified firm based on appropriate criteria. Negotiations are undertaken in order to establish a mutually acceptable fee and, upon such acceptance, the parties will enter into an AIA B-141 Agreement. All appropriate documentation is submitted to Procurement Services with a completed requisition and an order will be placed.
C. For those transactions greater than $500,000:
It is required under the terms of West Virginia Board of Trustee Title 128, Policy Bulletin 54, section 3.02 that projects greater than $500,000 must be approved by the Board prior to initiating solicitations or proposals. Facilities/Physical Plant/Health Sciences shall submit to the Board a prospectus which will include, among other required elements project objectives, alternatives and budget. Upon approval by the Board, Facilities/Physical Plant/Health Sciences shall request Procurement Services to proceed to solicit proposals in accordance with section B above with the following exception:
If the professional services are for a Construction Manager, the parties will enter into a AIA A121/Cmc Agreement, and under such an Agreement, any negotiated Guaranteed Maximum Price in excess of $1,000,000 will be submitted to the Board for additional approval by Facilities/Physical Plant/Health Sciences.
RESPONSIBILITY FOR IMPLEMENTATION
It is the joint responsibility of the department initiating the action, Facilities/Physical Plant/Health Sciences, and Procurement Services to implement this policy within their unit and to coordinate required actions. Procurement Services, at 293-5111 or P.O. Box 6024, is available to answer questions or provide additional information regarding this policy.
RESPONSIBILITY FOR INTERPRETATION
The responsibility for interpretation of this policy rests with the Controller, West Virginia University.
Effective Date: September 10, 1998
Approved By: Scott C. Kelley, Vice President