Adm 20.05(4)(4) The selection committee’s evaluation of all interested architects/engineers shall also give consideration to the qualification criteria stated in s. Adm 20.07 (3). Adm 20.05(5)(5) The selection committee shall submit its first and second recommendations for selection of an architect/engineer to the secretary of the department, or the secretary’s designee, accompanied with justification supporting their recommendations. Adm 20.05(6)(6) The selection committee shall keep the minutes of the selection committee meeting and shall record the name of the architects/engineers considered for each project and the action taken by the selection committee and justification supporting the selection committee recommendations. Adm 20.05(7)(7) The secretary of the department, or the secretary’s designee, shall consider the selection committee’s recommendations, and inform the selection committee of the approval or disapproval of the recommended architect/engineer. Adm 20.05(8)(8) The department shall repeat the selection process if the secretary of the department, or the secretary’s designee, does not accept the selection committee’s recommendations. Adm 20.05(9)(9) When the selection of an architect/engineer has been finalized, the department shall establish a time and date for the architect/engineer to meet with the department’s designated representative to negotiate a contract. If negotiations with the selected architect/engineer firm do not reach consensus, negotiations may be initiated with the second qualified architect/engineer firm as determined by the selection committee. Adm 20.05(10)(10) The department shall post the results of the selection on the department’s official website. Adm 20.05(11)(11) If at any time during the selection process the department determines submitted materials misrepresent qualifications, the department may reject the letter of interest of a recommended architect/engineer. Adm 20.05 NoteNote: The Wisconsin Department of Administration Division of State Facilities official website is www.doa.state.wi.us/dsf. Forms, publications and information regarding architect/engineer selection and proposed projects may be obtained from this website. Adm 20.05 HistoryHistory: Cr. Register, August, 1979, No. 284, eff. 9-1-79; CR 05-069: r. and recr. Register May 2006 No. 605, eff. 6-1-06. Adm 20.06Adm 20.06 Selection by advertisement. Adm 20.06(1)(1) For all projects having an estimated project cost of 5,000,000 or more, an invitation for architects/engineers to submit proposals for consideration by the selection committee, shall be published in a class 2 notice under ch. 985, Stats., in the official state newspaper. The notice shall contain as a minimum the following information: Adm 20.06(1)(e)(e) Project description, estimated project budget and schedule. Adm 20.06(1)(f)(f) Location where proposals will be received and the date and time receipt of proposals will close. Adm 20.06(1)(g)(g) Criteria used in ranking architects/engineers to qualify for the interview process. Adm 20.06(1)(h)(h) Other information pertinent to the solicitation regarding the qualifications of the architect/engineer firm. Adm 20.06(2)(2) In addition to the class 2 notice required in sub. (1), the department may solicit and advertise for proposals by, but not restricted to, either or both of the following methods: Adm 20.06(2)(a)(a) An invitation for proposals may be placed in trade publications, or newspapers within the locale of the project, which would have the potential of reaching prospective architects/engineers. Adm 20.06(2)(b)(b) An invitation for proposal may be mailed directly to potential architects/engineers, if such measure is deemed necessary to assure an adequate number of interested architects/engineers available for consideration by the selection committee. Adm 20.06 HistoryHistory: Cr. Register, August, 1979, No. 284, eff. 9-1-79; CR 05-069: am. (1) (intro.), r. and recr. (1) (c) and (e), cr. (1) (g) and (h) Register May 2006 No. 605, eff. 6-1-06. Adm 20.07Adm 20.07 Eligibility and qualification review. Adm 20.07(1)(1) Proposals received from architects/engineers will be opened by the selection committee after the date and time set forth in the advertisement. Adm 20.07(2)(2) The first phase of the review shall be directed to establishing eligible architects/engineers, as defined in s. Adm 20.02 (4), by screening the information provided in the architects/engineers data record form submitted with each proposal. Adm 20.07(3)(3) Proposals submitted by those architects/engineers meeting eligibility criteria shall then be reviewed for the following qualification criteria: Adm 20.07(3)(a)(a) Past performance on projects for which the architect/engineer has been responsible. Adm 20.07(3)(c)(c) Current workload of state projects under contract by the architect/engineer. Adm 20.07(3)(d)(d) Experience or specialization in the type or function of the project being considered. Adm 20.07(3)(f)(f) Other information pertinent to the review of architect/engineer qualifications. Adm 20.07(4)(4) Consideration may be given to associations consisting of 2 or more architect/engineer firms organized for the purposes of furnishing professional services as a single entity, providing the assignment of and provisions for continuity of the various responsibilities within the association are approved by the selection committee and further providing that the combination of the qualifications of the individual firms constituting the association makes the team eligible for selection as defined in s. Adm 20.02 (4) and the qualification requirements indicated in sub. (3). Those firms that are party to an association that are invited to interview in accordance with s. Adm 20.08 (1) shall submit at the interview an executed draft association agreement in principal between the parties. Firms that are party to an association, selected in accordance with s. Adm 20.08 (6), shall submit a final executed association agreement between the parties prior to execution of a contract in accordance with s. Adm 20.09. The association agreement shall indicate how responsibilities will be shared, how tasks will be divided and the firms or individuals that will be assigned the responsibilities and tasks. Adm 20.07(5)(5) Upon completion of the review, all architects/engineers who submitted a proposal will be notified of the review results. Adm 20.07 HistoryHistory: Cr. Register, August, 1979, No. 284, eff. 9-1-79; CR 05-069: cr. (3) (f), am. (4) Register May 2006 No. 605, eff. 6-1-06. Adm 20.08(1)(1) Those architects/engineers deemed to be the best qualified, shall be notified and date and time shall be arranged for them to appear before the selection committee for the purpose of presenting their understanding of the scope of services required and their proposed method of meeting the program, including appropriateness and adherence to project budget and schedule. A copy of the evaluation form and interview questionnaire used by the selection committee will be furnished to the architect/engineer at least 10 days prior to their scheduled appearance. Adm 20.08(2)(2) During the architect/engineer presentations, selection committee members will be free to ask pertinent questions of the architect/engineer. Each member of the selection committee shall independently complete a pre-developed evaluation form on each architect/engineer appearing before the panel. Adm 20.08(3)(3) Upon completion of architect/engineer presentations, the selection committee will discuss the overall conclusions derived from presentations and independently complete the evaluation forms. Adm 20.08(4)(4) The selection committee’s recommendation for selection shall be the 2 architect/engineer firms receiving the highest scores. Adm 20.08(5)(5) The selection committee will submit their first and second recommendation for selection of an architect/engineer to the secretary of the department or the secretary’s designee. Adm 20.08(6)(6) The secretary of the department, or the secretary’s designee, will consider the selection committee’s recommendations, and inform the selection committee of the results of that consideration. Adm 20.08(7)(7) The department will confirm the selection with the approved architect/engineer. If deemed necessary, the department may request additional information prior to confirmation. Adm 20.08(9)(9) After confirmation of the selection, the department shall notify all interviewed architects/engineers informing them of the selection committee action and post results of selection on the department’s official website. Any architect/engineer who was interviewed may upon request, inspect the selection committee interview evaluation of their firm. Adm 20.08 NoteNote: The Wisconsin Department of Administration Division of State Facilities official website is www.doa.state.wi.us/dsf. Forms, publications and information regarding architect/engineer selection and proposed projects may be obtained from this website. Adm 20.08 HistoryHistory: Cr. Register, August, 1979, No. 284, eff. 9-1-79; correction in (8) made under s. 13.93 (2m) (b) 7., Stats., Register, April, 1999, No. 520; CR 05-069: am. (1), (5), (6), (8) and (9) Register May 2006 No. 605, eff. 6-1-06. Adm 20.09(1)(1) The department will prepare contracts and submit them to the architect/engineer for signature. Adm 20.09(2)(2) Final approval authority for contracts shall be guided by all of the following: Adm 20.09(2)(a)(a) The approving authority for contracts less than the threshold prescribed in s. 16.87 (3), Stats., is vested in the department secretary, or the secretary’s designee. Adm 20.09(2)(b)(b) Contracts of the threshold prescribed in s. 16.87 (3), Stats., or more must be signed by the department secretary, or the secretary’s designee, and forwarded to the governor for approval. Adm 20.09(3)(3) Change orders to the architect/engineer contract shall be governed by the following: Adm 20.09(3)(a)(a) The request for a change order to the architect/engineer contract may be initiated by either the architect/engineer or the department representative assigned to coordinate the project implementation. Adm 20.09(3)(b)(b) Change order requests shall be reviewed by the appropriate department representative coordinating the project implementation and by that employee’s supervisor. If the request is approved by the department representative’s supervisor, the recommendation shall be processed in the form of a change order and submitted to the department secretary, or the secretary’s designee, in accordance with s. 16.87 (3), Stats., for approval. Adm 20.09(3)(c)(c) A change order to the architect/engineer contract shall contain: specific information which will document the reason for the contract change, a description of the work involved, any change to the schedule, and the maximum cost limit. Adm 20.09 HistoryHistory: Cr. Register, August, 1979, No. 284, eff. 9-1-79; CR 05-069: am. (2) (a) and (b) and (3) (b) and (c) Register May 2006 No. 605, eff. 6-1-06. Adm 20.10(1)(1) Upon award of the construction contracts and upon completion of the construction phase, and at any other time deemed necessary, department staff members involved in specific phases of the work will submit independent written evaluations of the architect’s/engineer’s performance of the professional service to the department’s representative who is responsible for the general supervision of project implementation. Similar performance evaluations shall be completed on the consultant(s) of the architect/engineer. Adm 20.10(2)(2) Individual performance evaluation reports shall be based on evaluation of professional contract services such as, but not limited to the following: Adm 20.10(2)(b)(b) Accuracy and completeness of contract documents as evidenced by the number and character of addenda and change orders required. Adm 20.10(2)(c)(c) Administration of contracts, payments and construction documents as evidenced by the timeliness of the service rendered. Adm 20.10(2)(d)(d) Responsiveness to field observations and construction activities and requirements as evidenced by the timeliness of the service rendered. Adm 20.10(3)(3) The performance evaluation reports shall be the basis for the evaluation summary, prepared by the department. Adm 20.10(4)(4) The evaluation summary shall contain the significant evaluations of strengths and weaknesses and shall be utilized as a report to the selection committee and a basis for review with the architect/engineer. The summary shall be placed in the evaluation file. Adm 20.10(5)(5) The evaluation summary will be reviewed with the architect/engineer upon request. An entry may be made in the evaluation file to acknowledge the review with the architect/engineer, rating information, summary, or corrective measures to be taken as pertinent to providing good performance services, and any comments the architect/engineer desires to include as part of the record. The architect/engineer may appeal to the department any portion of the evaluation summary within a period of 30 calendar days after the architect/engineer has been notified of the evaluation. Adm 20.10(6)(6) The department person who is assigned the responsibility shall present the evaluation summary to the members of the selection committee at the appropriate time. Adm 20.10(7)(7) The file copy of the evaluation summary shall be available for review by the selection committee, secretary of the department of administration, members of the Wisconsin state building commission, examining board of architects, professional engineers, designers and land surveyors, and the state auditor. The material contained in the evaluation summary may be treated as confidential if it appears that it may unduly damage the reputation of the architect/engineer, and its use by all recipients is to be limited to discussions related to the selection of the architect/engineer for state projects. If it appears that the material contained in the evaluation summary will not unduly damage reputations then it will be open for public inspection and copying pursuant to s. 19.21, Stats., and department policy and procedure. Adm 20.10 HistoryHistory: Cr. Register, August, 1979, No. 284, eff. 9-1-79; CR 05-069: am. (4) and (5) Register May 2006 No. 605, eff. 6-1-06.
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