Architect Selection Policy

This policy sets forth the expectations and processes governing the selection of architect(s) to direct capital projects and to delineate the requirements for selection at specific budgetary thresholds.

All facilities projects to be undertaken for RISD shall be initiated in the same manner, regardless of initial budget and will be managed by the Office of Planning, Design & Construction.

The Planning, Design & Construction office (PDC) is responsible for the oversight of all construction projects on campus. This includes initial project conception consulting, space planning, selection of the design team and design, selection of the contractor, budgeting, construction and project close out. PDC also provides budgeting and schedule information for capital plan and manages the Campus Master Plan process.

All architectural selection processes will be coordinated through the PDC. All facilities projects to be undertaken for RISD shall be initiated in the same manner, regardless of initial budget.

Yearly, RISD reviews the conditions and needs of the physical campus according to a set of dynamic and responsive tools calibrated to sustain long-term core values, principles and policies.This system was designed to persist through future changes in leadership, economic variability, and pedagogical and technological advances.In addition, RISD sharpens its focus on planning and construction through alignment with the college’s Strategic Plan, Strategic Directions and Campus Master Plan documents.This commitment is evident from selection of the architects to be involved in each project to its completion and incorporation into the daily life of the campus.

In order to be considered for participation in a project RFP and bidding process, eligible professionals can make themselves known to RISD by completing the RISD Architect Registration Form.Each firm should be evaluated on the following general criteria:

• Project team
• Firm capabilities
• Prior experience
• Project approach
• Sustainable design and understanding of problems and solutions
• Fiscal responsibility
• Commitment to campus design guidelines

Before interviews begin, committee members should create/review a list of interview questions. After all interviews have been completed, negotiations for fair and reasonable compensation should begin and progress in the manner customarily followed by the college.

General

• Create a selection committee for each project according to the criteria outlined below.
• Selection committee reviews responses to RFQ/RFP and selects a small number for interviews.
• Selection committee interviews firms and selects a firm.
• Establish a negotiating team. The negotiator can be a single individual or a group but at least one of the negotiators should be a committee member to provide continuity of thought.
• Negotiate with the most qualified firm for agreement on fair and reasonable compensation.
• In the event that negotiations are unsuccessful, formally discontinue negotiations with the most qualified firm and begin negotiations with the second most qualified firm.
• If these negotiations are also unsuccessful, formally discontinue negotiations and begin negotiations with the next most qualified firm on the list.
• Should these negotiations also fail, formally discontinue the negotiations. Renegotiations can then begin with any and all of the three most qualified A/E firms and/or the scope of their work can be reconsidered until satisfactory negotiations are achieved or all proposals are rejected.

Project Budget Thresholds

Level I: Projects under $2 million
Each year, RISD will solicit and select up to three pre-qualified architectural firms to serve as “house doctors” for work estimated under $2 million.The selection committee should be comprised as follows:

• Vice President, Campus Services
• Director, Office of Planning, Design & Construction

Level II:Projects between $2 million and $10 million
The selection committee should be comprised as follows:

• Academic Projects – Provost
  Non-Academic Projects – Senior Vice President, Finance and Administration
• Controller
• Vice President for Campus Services
• Director, Office of Planning, Design & Construction
• End user representatives (including students, if appropriate)

Level III:Projects $10 million and above
The selection committee should be comprised as follows:

• President
• Provost
• Senior Vice President, Finance and Administration
• Controller
• Vice President for Campus Services
• Director, Office of Planning, Design & Construction
• Chair of the Campus + Facility Planning Subcommittee of the Finance Committee or their designee
• End user representatives
• Student Association/Graduate Student Association presidents

New Construction:in these instances, the selection committee would be co-chaired by the President and a trustee who will select a representative committee.

This policy was created on: 6/1/2017

This policy was last reviewed/modified on: 2/1/2021

Next scheduled review: 2/1/2025

Issuing Office

Office of Planning, Design & Construction

Responsible Officer

Vice President, Campus Services

Individuals/offices required for review and changes

See details under project levels above.