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Agency Selection Committee Charter
Background and History
The Agency Selection Committee serves in an advisory capacity to the vice president for Finance and Operations on issues relating to the selection of architect, engineer, construction management and land surveying services by the University as identified in North Dakota Century Code (NDCC) 54-44.7. NDCC requires the University to negotiate contracts for services on the basis of demonstrated competence and qualifications for the particular type of services required. The Agency Selection Committee makes recommendations regarding the selection of the most qualified person or firm for the project at hand.
The Agency Selection Committee was established in 2003 as per NDCC 54-44.7.
The Agency Selection Committee is advisory to the vice president for Finance and Operations (serving as the president's designee) for each project a person or firm is to be selected. Its purpose is to:
- Develop a description of the project, enumerate all required professional services for the project (mechanical, electrical, civil, architectural, etc.), and prepare the formal invitation for submission of information;
- Hold interviews with the most qualified persons or firms who have responded to the advertisement;
- Evaluate each of the persons or firms interviewed;
- Select and recommend the three most qualified persons or firms for evaluation and approval by the vice president for Finance and Operations;
- Conduct a formal review of each project and person's/firm's work upon completion of the project.
The committee reports to the vice president for Finance and Operations.
The committee will be composed of members qualified to make an informed decision as to the most competent and qualified person or firm for the proposed project: the director of Capital Projects and Planning (serving as the president's designee) and members as appointed by the vice president for Finance and Operations. Members may include, but are not limited to, representatives from the Finance and Operations division (e.g., Facilities Management, Budget Office and Capital Projects and Planning) and the department impacted by the proposed project. Committee membership is not limited in number and will be selected from a pool of applicable members for each proposed project.
All applicable pool members, and subsequent committee compositions for each proposed project, will be appointed by the vice president for Finance and Operations.
Committee membership will revolve based on proposed projects. Ideally, pool members will participate on a selection committee only once per year; however, may participate on the selection committee no more than twice per year.
The committee chairperson will be the director of Capital Projects and Planning. The chairperson will:
- Call all meetings,
- Serve as a non-voting member of the committee,
- Be responsible for coordinating and accounting for the committee's work, and
- Manage the procurement process.
Specific task-oriented subcommittees may be appointed by the chairperson from time to time as needed and may include other University personnel not in the appointed pool of applicable committee members.
Frequency of Meetings
The committee will convene as needed for the selection of a person or firm for a proposed project.
Notice of Meetings/Meeting Agendas and Support Material
Pool members chosen for a proposed project will be informed in writing by the committee chairperson when a meeting is to be held. If possible, the agenda and initial supportive material will be provided at least one week prior to the meeting.
Committee minutes will be kept and distributed to designated committee members, and submitted to the vice president for Finance and Operations.
Committee reports and recommendations will be prepared and submitted at the conclusion of the selection process to the vice president for Finance and Operations. Moreover, the committee will conduct a formal review of the project and person's/firm's work at the conclusion of the project. This information will be provided to the vice president for Finance and Operations.
All chosen pool members for each proposed project must be in attendance and will constitute the necessary quorum for conducting official business.
The committee will adopt, document and follow a detailed set of procedures for selecting persons/firms. Once adopted, these procedures would be maintained by the Office of the Vice President for Finance and Operations and referenced throughout the selection process.
Amendment to this Charter
Should any amendment to this charter be required, the vice president for Finance and Operations will adhere to requirements set forth by NDCC and work closely with the committee chairperson in deriving amendments. The amended charter will be completed, signed and issued with all possible haste. When initiative for such amendment comes from the committee, a written request from the chairperson to the vice president for Finance and Operations will be required.
This University Committee Charter is effective as of February 1, 2004.
Revision made May 29, 2013.
- Robert O. Kelley
- Alice C. Brekke
Vice President for Finance and Operations