UAMS ADMINISTRATIVE GUIDE

NUMBER: 11.2.03
DATE: 10/30/02
REVISION: (2)

PURPOSE

The purpose of this policy is to inform departments within the University of Arkansas for Medical Sciences (UAMS) of the procedures to be followed, as outlined in University of Arkansas Capital Construction Policies and Procedures Handbook.

POLICY

The University of Arkansas Board of Trustees must approve the selection of Architectural and engineering firms for all new construction and major renovation projects.  Deferred maintenance or minor renovation projects requiring the services of architectural or engineering firms do not require the approval of the Board of Trustees if the total fees for professional services and reimbursable expenditures do not exceed $5,000 per fiscal year.

The President or Executive Vice President of the University of Arkansas may enter into a professional services contract with respect to the UAMS campus for architectural or engineering services for deferred maintenance or minor renovation projects.  Such contracts shall be subject to the approval of the Board of Trustees in accordance with the selection procedures set forth herein.  The professional services shall be for a term of one year and may be renewed annually for no more than three additional years.  The total fees and reimbursable expenses payable under such contracts shall not exceed $125,000 in any one fiscal year without prior approval from the U of A systems office and the legislative council.

No retainer or other fees shall be paid except those associated with specific deferred maintenance or minor renovation projects; and the firm or firms providing such architectural or engineering services shall not, by virtue of such contract, be assured of any specific amount of work under such contract.  Contracts for architectural or engineering services for deferred maintenance feasibility studies, or minor renovation projects shall not provide expressly or by implication that the firm providing such services will be awarded a contract for new construction or renovation relating to or arising out of services performed under such contracts.

PROCEDURE

(1)   The Chancellor shall appoint a selection committee to interview professional architectural or engineering firms.  The committee membership shall at least include the UAMS Executive Director of Campus Operations, the UAMS Director of Construction and Contract Management and others as deemed necessary by the UAMS Chancellor.

(2)   The Selection Committee shall place legal advertisements in state publications, following guidelines established by UA Systems procedures, indicating that architects and engineers are to be selected for a particular project.

(3)   The Selection Committee shall interview at least five (5) architectural or engineering applicants and compile a list to the Chancellor, which shall contain a minimum of three (3) firms recommended for each project.

(4)   The Chancellor will review the recommendations of the Selection Committee, refer to the current architectural projects list, and if appropriate, will conduct additional interviews and forward to the University President an unranked list of at least three (3) firms.

(5)   The University President will make recommendations to the Building and Grounds Committee of the Board of Trustees.

(6)   The Building and Grounds Committee of the Board of Trustees will review the President’s recommendations, reserving the right at its discretion to interview all recommended architectural or engineering firms, and make a recommendation to the Board of Trustees for its approval.