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The policy outlines compliance with higher education procurement regulations, CCU responsibilities for initiating work orders, agreement duration and renewal terms, approval authority for recommended firms and hourly rate changes, and financial thresholds requiring additional approvals. It further specifies project readiness steps, retainer work order requirements, performance evaluation in VSA, reporting and documentation timelines, and conditions for potential impact on future renewals.","UNIVERSITY OF ILLINOIS  \nPROFESSIONAL SERVICES RETAINER AGREEMENT POLICY  \nAs of 07/2026  \nPURPOSE  \nDuring the course of a fiscal year (starting July 01 and ending June 30), a number of small and supporting roles for large capital improvement projects occur that require professional services in an expedited fashion. The purpose of obtaining retainer professional services is to improve the timing of delivery of services for these projects. The University has determined that it is in its best interest to retain the services of professional consultants to be available to assist on these projects. Firms under contract and “on call” will thus be available to respond to assist with a project on a timely basis.  \nPOLICY  \n􀁸 Procurement of retainer professional services agreements will be in compliance with the regulations of the Higher Education Procurement Rules of the Illinois Procurement Code, the University of Illinois Qualifications Based Selection Policy and the University of Illinois RFP Consultant Selection Policy. If the capital construction unit (CCU) intends to hire more than one firm through a single procurement posting, the post must clearly state such intention and identify the selection criteria. Retainer professional services agreements and associated work orders must be initiated and coordinated by the CCU.  \n􀁸 Each original agreement will be for either one year with options to annually renew for up to three additional years, or one 2-year agreement with an option to renew for another 2-years, for a total of 4 years. Requested duration changes to those listed here, must be submitted by CCU to University Office of Capital Programs (UOCP) and reviewed and approved by Assistant Vice President – Capital Programs and Utility Services (AVP) .  \n􀁸 The Assistant Vice President – Capital Programs and Utility Services (AVP) will approve firms recommended by the selection committee for retainer contracts. The UIC Vice Chancellor for Administrative Services, the UIS Associate Vice Chancellor of Facilities and Services, or the UIUC Associate Vice Chancellor and Executive Director of Facilities and Services and the AVP will approve the renewals and any renegotiated hourly rates.  \n􀁸 Unless otherwise stated in the professional services agreement and/or the award posted to the State Procurement Bulletin, retainer agreements may be used on individual small projects with expected total project costs less than $7,500,000 and with professional services fees up to $750,000 per project. Retainer agreements may be used on individual projects with an expected total project cost greater than $7,500,000, in a supporting role for outside architect of record/engineer of record (AOR/EOR) for project management services, on-site observations, peer cost estimates, peer design review, feasibility studies or otherwise approved by the AVP. Any retainer services other than those listed here, must be submitted by CCU to UOCP and reviewed and approved by AVP.  \n􀁸 Unless otherwise stated in the professional services agreement and/or the award posted to the State Procurement Bulletin, any work that causes the cumulative amount of award on an individual retainer contract to exceed $1,000,000 in fees in the same contract year will require Board of Trustees approval.  \n􀁸 Prior to executing a work order for services, the CCU must have completed a Project Data Summary, secured necessary project approval, and identified the source of funds for the project, including the account number against which the project will be billed, and clearly defined the scope, schedule and budget for the project.  \n􀁸 A Retainer Contract Work Order (see Attachment B) will be completed for each individual project.  \n􀁸 For individual pay requests, see attached Guidelines (Attachment A) .  \n􀁸 Reporting will be generated by the UOCP from data in EDW as requested.  \n􀁸 A performance evaluation of the PSC for each Retainer Contract Work Order shall be completed in VSA at project completio","cbCail2D3L2FcTXV","https://ap.wps.com/l/cbCail2D3L2FcTXV","pdf",2696360,9,"English","en",105,"# Purpose\n# Policy\n## Agreement duration and renewal\n## Approval and financial thresholds\n## Work order execution requirements\n## Reporting and performance evaluation\n# Modifications\n# Attachment A - Pay Request Guidelines","[{\"question\":\"What is the purpose of obtaining retainer professional services?\",\"answer\":\"The policy aims to improve service delivery timing for capital improvement projects by retaining consultants that can respond on a timely basis.\"},{\"question\":\"How long can a retainer agreement last under this policy?\",\"answer\":\"Each agreement is either one year with annual renewal options up to three additional years (total 4 years), or a one 2-year agreement with an option to renew for another 2 years (total 4 years).\"},{\"question\":\"What approvals and requirements apply when retainer fees exceed certain thresholds?\",\"answer\":\"Work that causes cumulative award on an individual retainer contract to exceed $1,000,000 in fees in the same contract year requires Board of Trustees approval, and additional actions and documentation requirements apply before executing work orders.\"}]","University of Illinois Professional Services Retainer Agreement Policy - 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