skip to main content

HCPSS / POLICIES

Policy 6030 Implementation Procedures - Procurement of Architectural and Construction Management Services

Policy Document

Implementation Procedures

The Architectural and Construction Management (CM) selection process will consist of the following steps:

I. Public Notice

Every three (3) to five (5) years prior to the expiration of the current pool section, the request for proposal (RFP) will be advertised through various media outlets soliciting applications for consideration for the pool for architectural and/or construction management (CM) services. At the same time, this information will be disseminated to:

  1. eMaryland Marketplace

  2. HCPSS website.

II. Expression of Interest

Architects and/or construction managers who wish to apply must send a letter of application plus completed U. S. Government Standard Form 330 and/or other prequalification documents to:

Executive Director of Capital Planning and Construction Howard County Public School System 9.20 Mendenhall Court, Suite C. Columbia, MD 21045

Applications must be received no later than the closing date specified in the public notice. Additional information, such as experience or special qualifications, may be submitted for consideration along with the application.

III. Selection to Pool

  1. The Executive Director of Capital Planning and Construction will conduct a pre-qualification evaluation within 30 days of the closing date and forward a list of qualified firms to be considered for selection by the selection committee.

  2. The selection committee will be comprised of eight (8) members and will be chaired by the Executive Director of Capital Planning and Construction. Committee members will be the:

    1. Chief Operating Officer

    2. Chief Financial Officer

    3. Executive Director of Building Maintenance and Facility Operations

    4. Executive Director of Capital Planning and Construction

    5. Director of Procurement

    6. Manager of School Construction

    7. Manager, School Planning

    8. A principal.

    Any of the members may appoint a designee to serve in their place.

  3. As part of its decision-making, the committee may interview individual firms.

  4. The selection effort will seek to balance the work between firms which have performed well for the school system on past projects and other qualified architectural and construction management firms.

  5. The selection committee will qualify firms for inclusion in the pool.

    1. The committee will designate firms based on their ability to satisfy Policy 6030, Section III.B., as determined by:

      1. Qualifications

      2. Past performance

      3. Firm size and composition

      4. Current work

      5. References.

    2. All firms deemed qualified by the committee to meet the criteria of Section III.E.1. above will be selected to the pool, with a limit of six (6) consultants per pool.

  6. The pool will remain in place for a period of three (3) years and, at the Superintendent’s recommendation to the Board, may be extended up to two (2) additional terms of one year each.

IV. Selection for Capital Improvement Projects

  1. The Executive Director of Capital Planning and Construction will determine which firm from the pool is considered to be in the best interest for HCPSS for each individual project.

  2. The Executive Director of Capital Planning and Construction will maintain current data as to fee schedules, levels of activity, project management, and prevalent practices in the Baltimore-Washington metropolitan region, with particular emphasis on comparable school construction projects.

  3. The Executive Director of Capital Planning and Construction will negotiate an agreement for fee. This fee negotiation will be subject to approval by the Director of Procurement.

  4. In the event the Executive Director of Capital Planning and Construction is unable to negotiate a satisfactory contract with the firm most qualified, the Executive Director reserves the right to negotiate with the next firm and select a firm based upon a desired expertise when determined by the Executive Director to be in the best interest of HCPSS.

  5. The Executive Director of Capital Planning and Construction with the concurrence of the Chief Operating Officer will present the final recommendation to the Superintendent.

  6. The Superintendent will submit his recommendation to the Board. If the Board rejects the recommendation, it will go back for review and further action by the Superintendent.

V. Monitoring

Policy 6030 implementation procedures will be overseen by the Division of Operations.

VI. History

ADOPTED: August 10, 1989

REVIEWED: December 13, 2024

MODIFIED:

  • November 1, 2018

  • May 19, 2026

REVISED: November 6, 2008

EFFECTIVE: May 19, 2026

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.