Facilities Professional or Technical (P/T) Consultants
Master Contract Guidelines
Overview:
To accelerate contracting for Facilities Professional or Technical Consultant services, the system office has
published a Master List of Facilities Professional or Technical Consultants (P/T List) in the MnSCU Project
Management eManual. You can find this list at: http://www.finance.mnscu.edu/facilities/designconstruction/pm_emanual/index.html and then click on “4. Design and Consultants Selection and Contracts”.
Open “Facilities Professional/Technical Services Consultants (FPT). Then click on “FPT.20 Facilities P/T Master
Contract List”. Every firm noted on the P/T Master Contract List has executed a five year contract with MnSCU
and the contract end dates are noted on the far right column of the list.
Background:
A Request for Qualifications (RFQ) was issued and published in the State Register inviting architects,
engineers, owner representative firms, real estate consultants and other related professional and technical
firms to apply for membership on the P/T List. To be included on the P/T Master Contract List, firms only
had to respond to the RFQ by the date and in the manner prescribed, which included signing a Facilities
Professional Technical Consultant Master Contract. There was no proficiency screening involved and the
P/T List is not to be construed as an “approved” list of consultants, i.e., there is no implied “warranty” of
quality of individuals or firms.
Who is on the P/T List?
Any consultant that responded to the RFQ in the prescribed manner. Consultants not on the P/T List are
not approved for master contracting. Please check the P/T List and the master contract end date before
issuing a purchase order.
How can my local Professional/Technical Consultants get on the P/T List?
The application process will be reopened annually in approximately February and consultants may apply
at that time.
Am I obligated to use the list?
If you want to do master contracting, yes.
If you want to do other contracting processes, no. The RFQ stated, “This Request is not a guarantee of
work and it does not obligate MnSCU to award any contracts. MnSCU reserves the right to not use its
Master List of Facilities Professional or Technical Consultants and Master Contract.” You are under no
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obligation to use the firms on the P/T List. However, that means that the contracting process in Board
Policy 5.14 must be used, instead of this master contracting procedure.
Should I use the consultants on the P/T List?
This is not an “approved” or “qualified” list; there is no implied “approval” involved in getting on the P/T List.
The Facilities Director or appropriate contracting individual at the campus is responsible for verifying that a
prospective consultant is qualified. Again, consultants on the P/T List have not been screened for proficiency.
If you have never worked with a particular consultant before, a reference check is recommended. Does the
consultant have experience doing the specific type of work you need to have completed? Have you asked for
and checked local references the consultant(s) supplied to you? Have any of your colleagues at other
campuses or at the system office worked with the consultant(s) in the past, and will they provide a reference?
What kinds of services does this P/T List cover? Tasks include, but are not limited to the following:
A. Architectural Design
• Review, analyze and evaluate program, budget (cost estimates) and schedule
• Prepare and sign drawings
• Design through construction documents and/or construction administration
• Coordinate all sub-consultant involvement
• Review construction for compliance with specifications
• Provide record “as built” drawings
• Acoustical evaluations
B. Building Envelope/Restoration
• Masonry restoration
• Roofing consultant and inspection
• Waterproofing consultant
• Window consultant
C. Civil Engineering
• Grading, drainage, sewers, water, pavements consultant
D. Commissioning
E. Electrical Engineering
 Power, lighting, fire alarm design
F. Environmental Assessment/Hazardous Materials
G. Fire Protection
H. Geoscience
• Consultation, investigation, evaluation, planning, mapping, and inspection of
geoscientific work and its responsible supervision
I. Land Surveying
• Preparation of ALTA/ACSM land survey for acquisitions and dispositions
• Platting
• Establish all size metes and bounds, easements and infrastructure
• Establish water retention during construction and after
• Assist in an environmental assessment of a property
J. Landscape Architecture
• Determination of proper land uses, natural land features, ground cover and plantings,
naturalistic and aesthetic value settings, approaches or environment for structures or other
improvements
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• Consideration of the land relating to erosion, wear and tear, blight and hazards
K. Mechanical Engineering
• Energy Management
 Plumbing and piping
 HVAC systems
• Temperature Control
L. MN Licensed Architect and/or Engineer
M. Owner’s Representative
• Cost Estimating
N. Programming/Predesign/Planning
• Review how a project meets MnSCU’s strategic plan, comprehensive facilities plan, and
operational program
• Prepare analysis of facility needs and planning cost estimates
• Interior design
O. Real Estate Services and Appraisals
• Licensed Real Estate Appraisers
• Environmental Services
• Real Estate service and brokerage firm
P. Safety and Security Consultant
• Signage consultant
• Security systems
Q. Sustainability Design
• Historic Preservation and documentation
• Waste management and recycling
R. Structural Engineering
• Provide structural design and analysis
• Parking structure design and consulting
S. Technology Consultant
• Audio Visual/Media
• Telecommunications
T. Testing and Inspection Company
• Construction failure consultant
• Construction inspections
• Construction material testing
U. Traffic/Transportation Engineering
• Right of way services
 Traffic analysis and studies
V. Water Resource/Wastewater Engineering
How do I check the fee schedules?
The RFQ did not require firms to submit a fee schedule. Prior to commitment, always obtain a current fee
proposal from the consultant. Fees may be required at an hourly not to exceed amount for either lump sum
(based upon work scope) or hourly.
How are reimbursable expenses handled?
All reimbursement for travel and subsistence expenses necessarily incurred in the course of the project shall be
included in the consultant’s fee. Reimbursement for fees paid for securing approval of authorities having
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jurisdiction and any MnSCU’s requested printing, reproductions, renderings, models and presentation
materials cost shall be agreed to and itemized in the Purchase Order(s). Reimbursable expenses included in
fee amounts may minimize administrative time.
What form should written proposals take?
The written proposal must describe the consultant’s deliverables. If the written proposal is not clear,
consulting time may be wasted, and the desired end-product may therefore cost more. Get a proposal letter
that adequately describes the scope of work to be done and proposes a Not-to-Exceed fee amount, and a Notto-Exceed reimbursable amount (if applicable).
Can I put several projects on one Purchase Order?
NO. There must be a separate solicitation, a separate award, and a separate purchase order for each
project. In order to ensure competitive bidding on future projects, it is to the campus’ long-term
advantage to rotate work and allow regional firms to develop experience on various types of projects.
Purchase Order
The purchase order should describe the project in summary terms, include the ISRS field code
FPTMC001 in the ‘Non-SWIFT Contract Nbr’ field, incorporate by reference or attachment the
consultant’s proposal letter for the project, and specify the consultant’s Not-to-Exceed costs. The
purchase order and the consultant’s Master Contract, together constitute the “contract” for the
project.
What Are the Insurance Coverages I Should be Checking?
You can find this find the insurance requirements in the sample Facilities P/T Master Contract Sample at:
http://www.finance.mnscu.edu/facilities/design-construction/pm_emanual/index.html and then click on “4.
Design and Consultants Selection and Contracts”. Open “Facilities Professional/Technical Services Consultants
(FPT). Then click on “FPT.15 Facilities P/T Master Contract Sample”.
Selection Process for Design Firms - Architect/Engineer
A. Estimated Fee for Services $50,000 and less
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1. Proposal must be requested from a minimum of one consultant on the P/T Master Contract List. (You
may, at your option, use the standard Facilities Professional or Technical Services Contract and procedures,
and skip the P/T List.)
2. At least one of the consultants contacted for a proposal is to be a qualified Targeted Group
Business, Economically Disadvantaged Business, or Veteran Owned Preference Firm, if one is
available. Eligible firms are indicated in column “M” of the P/T Master Contract List.
3. Geographic location, rotation of work, and project experience are strongly encouraged in consultant
selection. Check references. Request current certificates of insurance coverage with each proposal
request.
4. Determine your selection criteria. It is recommended to include criteria that are pertinent to project
(i.e. qualifications, availability, project approach, etc.) as well as fee. In some cases, fee may be the only
criteria. Receive written proposals. Select the consultant.
5. Issue a purchase order referencing the Master Contract, FPTMC001 (in ISRS), and scope of work to be
performed.
6. File the purchase order along with the insurance certificate, together with a copy of the written
proposal and any selection and/or negotiation documentation. Keep on file for at least one year.
B. Estimated Fee for Services greater than $50,000 up to and including $100,000
1. Proposals must be requested from a minimum of two consultants on the List. (You may, at your option,
use the standard Facilities Professional or Technical Services Contract and procedures, and skip the P/T
Master Contract List if you wish to hire a consulting firm that is not on the P/T Master Contract list.)
2. At least one of the consultants contacted for a proposal is to be a qualified Targeted Group
Business, Economically Disadvantaged Business, or Veteran Preference Firm if one is available.
Eligible firms shall receive a Preference on the basis of award for their proposal. See Vendor
Preference on website at http://www.finance.mnscu.edu/facilities/designconstruction/pm_emanual/index.html . (Click on OVERVIEW, then GENERAL, form GEN.20).
3. Geographic location, rotation of work, and project experience are strong considerations in consultant
selection. It is recommended to issue a solicitation request to at least one firm that you have not sent
solicitations to previously on the P/T List. Check references. Ask for current certificates of required
insurance coverage.
4. Determine your selection criteria. It is recommended to include criteria that is pertinent to the project
(i.e. qualifications, availability, project approach, etc.) as well as fee. In some cases, fee may be the only
criteria. Receive written proposals. Select the consultant.
5. Issue a purchase order referencing the Master Contract, FPTMC001 (in ISRS), and scope of work to be
performed.
6. File the purchase order along with the insurance certificate, together with a copy of the master
contract, written proposals, and any selection and/or negotiation documentation. Keep on file for at
least one year.
C. Estimated Fee for Services greater than $100,000 up to and including $200,000
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1. Master contracting cannot be used for Architectural/Engineering or Owner Representative
services (not counting reimbursables) exceeding $100,000.
2. A competitive Request for Proposal (RFP) must be issued. The campus may directly convey the RFP to
any firm or individual, but must also publish the RFP for a minimum of two weeks in the State Register and
may be published in an appropriate legal newspaper in the vicinity of the work location prior to issuing
directly to firm on P/T List.
3. Determine your selection criteria. It is recommended to include criteria that are pertinent to project
(i.e. qualifications, availability, project approach, etc.) as well as fee. Receive written proposals.
Select the consultant.
4. The contract form must be an AIA Document B101 or B103 Cm@r Standard Form of Agreement
between Owner and Architect, as currently amended by MnSCU or an Owner’s Representative
contract OR.30 OR Contract. Contact the system office to obtain the latest version of the AIA
contract; do not use a campus file copy.
D. Estimated Fee for Services greater than $200,000
1. The Master Contract process is inapplicable. Design contracts whose total fees (not counting
reimbursables) are expected to exceed $200,000 may be required to use the state Designer Selection
Board (SDSB); contact the system office for more information.
Selection Process for Studies and Reports – Design Review, Real Estate, Inspection, Testing, etc.
A. Estimated Fee for Services $50,000 and less
1. Proposal must be requested from a minimum of one consultant on the P/T List. (You may, at your
option, use the standard Facilities Professional or Technical Services Contract and procedures, and skip the
P/T List.)
2. If more than one proposal is solicited, at least one of the consultants contacted for a proposal is to
be a qualified Targeted Group Business, Economically Disadvantaged Business, or Veteran Owned
Firm if one is available. Eligible firms shall receive a Vendor Preference on the basis of award for their
proposal. See Vendor Preference on website at http://www.finance.mnscu.edu/facilities/designconstruction/pm_emanual/index.html. (Click on OVERVIEW, then GENERAL, GEN.20).
3. Geographic location, rotation of work, and project experience are strong considerations in consultant
selection. Check references. Ask for current certificates of required insurance coverage.
4. Determine your selection criteria. It is recommended to include criteria that are pertinent to the project
(i.e. qualifications, availability, project approach, etc.) as well as fee. In some cases, fee may be the only
criteria. Receive written proposals. Select the consultant.
5. Issue a purchase order referencing the Master Contract, FPTMC001 (in ISRS), and scope of work to be
performed.
6. File the purchase order along with the insurance certificate, together with a copy of the written
proposal and any selection and/or negotiation documentation. Keep on file for at least one year.
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B. Estimated Fee for Services greater than $50,000 up to and including $100,000
1. Proposals must be requested from a minimum of two consultants on the P/T List. (You may, at your
option, use the standard Facilities Professional or Technical Services Contract and procedures, and skip
the P/T List.)
2. At least one of the consultants contacted for a proposal is to be a qualified Targeted Group
Business, Economically Disadvantaged Business, or Veteran Preference Firm if one is available. Eligible
firms shall receive a Preference on the basis of award for their proposal. See Vendor Preference on
website at http://www.finance.mnscu.edu/facilities/design- construction/pm_emanual/index.html .
(Click on OVERVIEW, then GENERAL, GEN.20).
3. Geographic location, rotation of work, and project experience are strong considerations in consultant
selection. It is recommended to issue solicitation request to at least one firm that you have not sent
solicitations to previously on the P/T List. Check references. Ask for current certificates of required
insurance coverage.
4. Determine your selection criteria. It is recommended to include criteria that are pertinent to the project
(i.e. qualifications, availability, project approach, etc.) as well as fee. In some cases, fee may be the only
criteria. Receive written proposals. Select the consultant.
4. Issue a purchase order referencing the Master Contract, FPTMC001 (in ISRS), and scope of work to be
performed.
6. File the purchase order along with the insurance certificate, together with a copy of the written
proposals and any selection and/or negotiation documentation. Keep on file for at least one year.
C. Estimated Fee for Consultant Services greater than $100,000
1. Contracts whose total fees (not counting reimbursable expenses) are expected to exceed $100,000
cannot use Master Contracting procedures.
2. A competitive Request for Proposal (RFP) must be coordinated through the system office. Contact your
system office Program Manager. The RFP must be published in the State Register for a minimum of two
weeks. The campus may publish the RFP in an appropriate legal newspaper in the vicinity of the work
location prior to issuing the RFP directly to any firm or individual,
2. Determine your selection criteria. It is recommended to include criteria that are pertinent to the
project (i.e. qualifications, availability, project approach, etc.) as well as fee. Receive written proposals.
Evaluate proposals and select the consultant. You may also elect to interview firms as part of the
process.
3. Execute a Facilities Professional or Technical Services Contract form.
4. Ask for current certificates of required insurance coverage.
5. File the contract along with the insurance certificate, together with a copy of the written responses and
any selection and/or negotiation documentation. Keep on file for at least one year.
Selection Process for Owner Representative Firms
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A. Estimated Fee for Services $50,000 and less
1. Proposal must be requested from a minimum of one consultant on the P/T List. (You may, at your
option, use the standard Owner Representative Request for Proposal and procedures, and skip the P/T List.)
2. At least one of the consultants contacted for a proposal is to be a qualified Targeted Group
Business, Economically Disadvantaged Business, or Veteran Preference Firm if one is available. Eligible
firms shall receive a Preference on the basis of award for their proposal. See Vendor Preference on
website at http://www.finance.mnscu.edu/facilities/design- construction/pm_emanual/index.html .
3. Geographic location, rotation of work, and project experience are strong considerations in consultant
selection. Check references. Ask for current certificates of required insurance coverage.
4. Determine your selection criteria. It is recommended to include criteria that are pertinent to the project
(i.e. qualifications, availability, project approach, etc.) as well as fee. In some cases, fee may be the only
criteria. Receive written proposals. Select the consultant.
5. Issue a purchase order referencing the Master Contract, FPTMC001 (in ISRS), and scope of work to be
performed.
6. File the purchase order, together with a copy of the written proposals and any selection and/or
negotiation documentation. Keep on file for at least one year.
B. Estimated Fee for Services greater than $50,000 up to an including $100,000
1. Proposals must be requested from a minimum of two consultants on the P/T List. Quote MUST include
the Owner Representative pricing matrix. (You may, at your option, use the standard Owner Representative
Request for Proposal and procedures, and skip the P/T List.)
2. At least one of the consultants contacted for a proposal is to be a qualified Targeted Group
Business, Economically Disadvantaged Business, or Veteran Preference Firm if one is available. Eligible
firms shall receive a Preference on the basis of award for their proposal. See Vendor Preference on
website at http://www.finance.mnscu.edu/facilities/design- construction/pm_emanual/index.html .
3. Geographic location, rotation of work, and project experience are strong considerations in consultant
selection. It is recommended to issue solicitation request to at least one firm that you have not sent
solicitations to previously on the P/T List. Check references. Ask for current certificates of required
insurance coverages.
4. Determine your selection criteria. It is recommended to include criteria that are pertinent to the
project (i.e. qualifications, availability, project approach, etc.) as well as fee. In some cases, fee may be
the only criteria. Receive written proposals. Select the consultant.
5. Issue a purchase order referencing the Master Contract, FPTMC001 (in ISRS), and scope of work to be
performed.
6. File the purchase order, together with a copy of the written proposals and any selection and/or
negotiation documentation. Keep on file for at least one year.
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C. Estimated Fee for Services greater than $100,000
1. A competitive Request for Proposal (RFP) must be issued. The campus may directly convey the RFP to
any firm or individual, but must also publish the RFP for minimum of two weeks in the State Register,
and/or an appropriate legal newspaper in the vicinity of the work location prior to issuing directly to firm
on P/T List.
2. Determine your selection criteria. It is recommended to include criteria that are pertinent to the project
(i.e. qualifications, availability, project approach, etc.) as well as fee. Receive written proposals. Evaluate
proposals and select the consultant. (You may also elect to interview firms as part of the process).
3. Ask for current certificates of required insurance coverage.
4. The contract form must be the Owner Representative (OR) Contract which is included with the OR RFP.
Reference the MnSCU Facilities website to obtain the latest version of the OR Request for Proposal and the
OR Contract; do not use a campus file copy.
5. File the contract along with the insurance certificate, together with a copy of the written responses and
any selection and/or negotiation documentation. Keep on file for at least one year.
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