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HCPSS / POLICIES

Policy 6030 – Procurement of Architectural and Construction Management Services

The purpose of this policy is to establish guidelines for the procurement of architectural and construction management services needed for the school construction program.

Policy Document

Implementation Procedures

I. Policy Statement

The Board of Education recognizes the ongoing need to procure professional architectural and construction management services required to implement the school construction program. The design and construction of school facilities is increasingly complex and requires professional knowledge to implement the various aspects of the work. The demand for flexibility, response to technological change, and cost containment require professional services that reflect a high level of ability and experience.

To control both time and cost by serving as its own on site manager, the Howard County Public School System (HCPSS) uses construction managers to supplement school system staff and to provide specialized knowledge as needed.

II. Purpose

The purpose of this policy is to establish guidelines for the procurement of architectural and construction management services needed for the school construction program.

III. Definitions

  1. Architect Firm – A designation usually reserved by law for a person or organization professionally qualified and duly licensed to perform architectural services, including, but not necessarily limited to, analysis of project requirements; creation and development of the project design; preparation of drawings, specifications, and bidding requirements; and general administration of the construction contract.

  2. Capital Improvement Project – Any physical betterment or improvement and any preliminary studies and surveys relative thereto, including, but not limited to, any property of a permanent nature, and equipment needed in connection with such improvement when first erected or acquired.

  3. Construction Manager (CM) – A person or organization hired to participate in the preconstruction phase of a project to provide cost estimating, project schedules, constructability reviews, and value engineering services, as well as coordinate and manage the overall project schedule and the construction phases of a project with the objective of minimizing project construction time and cost while maintaining the quality, function, and aesthetics of the building.

  4. Pool – Architect and CM firms that have been pre-approved to perform services for a period of three years with two possible one year extensions.

IV. Standards

  1. This policy and associated implementation procedures apply to the capital improvement projects that are listed as part of the Board’s annual approved capital budget requiring contracts and consultant agreements.

  2. The architectural and construction management selection process must:

    1. Ensure a consistently high level of professional expertise in the design and management of public school capital projects.

    2. Be open to all competent and experienced architectural and construction management firms in the region.

    3. Obtain such services at a cost that reflects the size and level of project complexity and is comparable to fees for similar projects.

  3. A pool of professional firms, selected and pre-approved, will be established to perform services for a period of three years with two possible one year extensions.

    1. In order to maximize efficiencies and achieve the objectives of Standard B., the Board authorizes the use of an Architect and CM pool to be used for the selection of qualified professionals for most projects.

    2. Existence of the pool does not preclude the HCPSS from contracting with additional Architect and CM firms for projects as needed. Therefore, the Superintendent may recommend waiver of the procurement process to the Board when that waiver is considered to be in the best interest of the school system.

  4. The following rules govern administration of the selection process by which architectural and/or construction management services are procured for the pool.

    1. All plan specifications and related documents for each construction project will be developed under the supervision and responsibility of an architect who is licensed or registered in the state of Maryland.

    2. Public notice will be given every three to five years, dependent on the previous contract duration, of intention to procure architectural and/or construction management services for each project listed in the Board’s current annual approved capital budget.

    3. Applicants for the architectural and/or construction management services of capital improvement projects will be thoroughly screened and evaluated.

    4. Designation of the pool and selection of professionals for projects will occur through the following process:

      1. Notice of opportunity to be considered for inclusion in the pool

      2. Expression of interest

      3. Selection to pool

      4. Recommendation of professional firm to specific capital improvement project

      5. Final appointment.

  5. The Board will make final selection of professionals for projects upon recommendation by the Superintendent.

V. Responsibilities

The Superintendent/designee will recommend qualified firms to the Board for approval.

VI. Delegation of Authority

The Superintendent is authorized to develop appropriate procedures to implement this policy.

VII. References

  1. Legal

    • The Annotated Code of Maryland, Education Article, Section 5-302

  2. Other Board Policies

  3. Relevant Data Sources

  4. Other

VIII. History

ADOPTED: October 28, 1975

REVIEWED:

MODIFIED: November 1, 2018

REVISED: August 10, 1989, November 6, 2008

EFFECTIVE: November 1, 2018

Policy History Key

  • Adopted-Original date the Board took action to approve a policy
  • Reviewed-The date the status of a policy was assessed by the Superintendent’s Standing Policy Group
  • Modified-The date the Board took action to alter a policy that based on the recommendation of the Superintendent/designee did not require a comprehensive examination
  • Revised-The date the Board took action on a that policy based on the recommendation of the Superintendent/designee needed a comprehensive examination
  • Effective-The date a policy is implemented throughout the HCPSS, typically July 1 following Board action.