Architect and Engineering Services - Procedures - 9231-P
When architect, landscape architect, engineering and surveying services are required by the District, the following procedures shall be in effect:
- A call for Statements of Qualifications (SOQ) and letters of interest for professional services will be published in appropriate professional and community publications on an annual or project-specific basis. Minority and women-owned firms will be considered. The announcement shall specify:
- The general nature and scope of the project(s), as appropriate;
- The District representative to contact for further details;
- The deadline for submission of letter of interest (if applicable); and
- The requirements for the (SOQ) submittals including but not limited to:
- A description of professional staff and their respective roles in project development;
- A list of recent projects with key contact information;
- References; and
- Other information pertinent to the selection process.
- SOQs may be resubmitted annually or for specific projects, but will remain in consideration for project work for five years. A database of current SOQs will be maintained by the department.
For projects anticipated to generate professional services fees in excess of $300,000:
- Applicants will be screened by selected staff to identify firms to be interviewed.
- Screened applicants shall be interviewed by a committee appointed by the Superintendent/designee. Records of the selection process shall be maintained in the project file.
- The Superintendent shall recommend one or more firms to the Board for consideration.
- After Board approval, the Superintendent/designee shall enter into contract negotiations with the firm(s) to establish a professional services fee which is fair and reasonable. If the Superintendent is unable to negotiate a satisfactory contract, the next highest-ranked firm will be contacted.
For projects anticipated to generate professional services fees less than $300,000:
- The Executive Director of Support Services/designee will evaluate the SOQ and data on file and shall conduct discussions with one or more qualified firms regarding the project.
- The department shall negotiate a contract with the firm deemed the most highly qualified to complete the project at a price that is fair and reasonable. If the department is unable to negotiate a satisfactory contract, the Executive Director/designee shall reopen discussions with qualified firms.
- A record of the discussions which led to the selection of the most qualified firm will be maintained with the contract file.
March 9, 1998
Revised: April 27, 1998
Revised: December 4, 2012
Revised: April 6, 2022