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The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
Minnesota State Colleges and Universities
FACILITIES CONFERENCE April 24-26, 2013
Aleve Your Pain with Contracting Facilities Professional/Technical Master Contracts Facilities Professional/Technical Master Roster Job Order Contracting
Aleve Your Pain with Contracting
Presented by Heidi Myers, System Director of Design and Construction
Jeanne Qualley, Program Manager
Jim Morgan, Program Manager
Agenda Facilities Contract Review
Professional/Technical
Construction
New rollouts
Facilities Professional/Technical Master Contracts
Facilities Professional/Technical Master Roster
Job Order Contracting
Professional Technical Selection
Facilities Professional /Technical (PT) Selection Guidelines Covered in white paper
Selection options based on
Contract amount
Thresholds: $50K, $100K, $200K and above
Type of Service
A/E, OR, Other
Contract type
Covered on next slide
Facilities PT Master Roster NEW - Covered in this presentation
Professional Technical Contracts Facilities Professional Technical Contracts Facilities PT Master Contract (MC) NEW - Covered in this presentation
Facilities PT contract Facilities Owner’s Representative contract Facilities Roof Designer contract NEW - Covered in April 25 speed topic
AIA B101 In process of updating
AIA B103 In process of updating
Contractor Selection (Project Delivery Methods)
Design / Bid / Build (D/B/B) Minimum Qualifications - Covered in April 25 speed topic
Construction Manager at Risk (CM@r) Lessons Learned - Covered in April 25 presentation
Job Order Contracting (JOC) NEW - Covered in this presentation
Admin’s annual master contracts Guaranteed Energy Savings Lessons Learned - Covered in April 24 speed topic
Campus Cooperative
Contractor Selection Guidelines
Facilities Construction Contractor Selection Guidelines Covered in white paper
Facilities Construction Request for Bid (RFB) requirements Covered in white paper
Facilities Construction Contractor Selection Requirements Covered in white paper
Vendor Selection Preferences
Preference for Small Businesses Targeted Group (TG) Verify TG on State’s directory at http://www.mmd.admin.state.mn.us/process/search/
Economically Disadvantaged (ED) Verify ED on State’s directory at http://www.mmd.admin.state.mn.us/process/search/
Veteran Owned (VO) Verify the status of veteran-owned businesses at U.S. Veterans Affairs website https://www.vip.vetbiz.gov/
Vendor Solicitation Terminology Request for Information (RFI)
Used for collecting detail information prior to sourcing out work
Request for Qualifications (RFQ)
Used for shortlisting, often prior to RFP
Selection based on qualifications
Request for Proposal (RFP) Used for service based contracts (PT and CM@r)
Selection based on qualifications and may include cost
Request for Bid (RFB)
Used for construction contracts and material purchase
Selection based on cost
Facilities P/T Master Contracts Overview
Background
History
‘New’ 2013 Master Contracts Contract differences
P/T List differences
Purchase order differences
P/T Master Contract Transition New Master Contract
No Master Contract
Questions?
Facilities P/T Master Contracts Overview Background of Master Contracting
MnSCU system office requests information from firms and executes contracts
Master contracts are maintained at system office – contact your Program Manager if you want a copy of a firm’s contract
Master contracts ONLY require firm ability to sign contract and provide evidence of insurance No proficiency screening is conducted
History of Contracts: Existing Facilities P/T Master Contracts First P/T master contracts in 2007 245 firms on current P/T List Current P/T List expires June 30, 2013
Facilities P/T Master Contracts New ‘2013’ Master Contracts Contract Differences
Effective May 1, 2013 5 year term for each contract (rolling contracts) Annual opening for new firms or renewal of contracts Rotate project solicitations to firms on P/T List Fee options
Hourly not to exceed with consultant reimbursables included Fixed lump sum
Reimbursales to be included with firm’s rates (Examples: consultant travel and subsistence, consultant printing) Similar to AIA contract documents
5 year term for each contract (rolling contracts)
Facilities P/T Master Contracts New ‘2013’ Master Contracts P/T List Differences
Categories of services has been consolidated from 50 to 22 Example: New category of Building Envelope/Restoration includes
multiple old categories of building envelope, masonry restoration, restoration, windows & waterproofing consultants
New category of ‘MN Registered Architects/Engineers’ Consultant’s contract expiration date to be on List
Purchase Order Differences Data entry into ISRS field code of FPTMC001 Fees and reimbursables can be on same PO
Facilities P/T Master Contracts New ‘2013’ Master Contracts
- Enter code FPTMC001 in the new ‘Non-SWIFT’ Contract Nbr field.
- Communicate with business office
Facilities P/T Master Contracts P/T Master Contract Transition Consultant has New Master Contract
Convert contract between May 1 & June 30 Create new PO with remaining contract balance; include FPTMC001 Close old PO
Consultant has No Master Contract List of consultants covered in PT Master Contract white paper Work complete by June 30 - No action necessary Work not complete by June 30
Prior to June 30, 2013 Execute Facilities P/T Contract with consultant and obtain
insurance
Facilities P/T Master Roster What? List of Specialty Consultants
Who? Consulting firms that perform studies, reports, design reviews, or construction observation and testing. These include: Waterproofing
Exterior Masonry
Exterior Window/Curtain Wall
Roofing
Industrial Hygienists.
Why? Formalizes the list of consultants who have been doing these services in the past.
Facilities P/T Master Roster How? Selecting Consultants for Specific Projects:
Facilities P/T Master Contract
Facilities P/T Services Contract
AIA B101 Architects Contract for projects greater than $100,000.
When? By May 1, 2013
Where? The Specialty Master Roster list will be posted on the MnSCU Facilities web site.
Job Order Contracting Development committee
Job Order Contracting (JOC) Summary
Highlights
Campus Use Process
JOC Master List Information
Questions?
Job Order Contracting Development Committee Roger Broz, Minneapolis Community &
Technical College
Tom Doody, St. Paul College
Judy Enright, Riverland Community College
Roger Freeman, Anoka Ramsey CC & Anoka Technical College
Ron Fields, MN State University, Mankato
John Frischmann, St. Cloud State University
Tim Norton, St. Cloud State University
Job Order Contracting Overview Authorized by MS 16C.35 Construction Cost less than $250,000
New construction delivery method to MnSCU that supplements our current processes
Not a requirement for MnSCU campuses to use JOC Construction Master Contracting
Method of getting small, simple and commonly encountered construction projects done easily and quickly
Job Order Contracting Overview
Restroom or office renovation
Technology install into classroom
Install sidewalks or curbs
Replace and add light fixtures
Roof repairs Paint classrooms, hallways,
and/or offices Replace drinking fountains
Job Order Contracting Highlights Contractors are pre-qualified
Contractors are required to execute a 5 – year Construction JOC Master Contract
Bid solicitation based upon monetary threshold, construction type & location of work:
Up to $50,000 2 bids (minimum)
$50,001 - $100,000 3 bids (minimum)
$100,001 - $250,000 4 bids (minimum)
Lowest responsible/responsive bidder is awarded project
Construction contract work up to $250,000 without public advertising
Job Order Contracting Campus Use Process Planning
Read the JOC Master Contract Instruction
Rotate work – minimum of 1 new contractor for bidding that has not previously been invited to bid for your campus
Review Master Contract end date – ensure project will be complete prior to expiration of master contract
Bidding Determine type of construction services/trades required in project
Solicit bids from contractors on JOC Master Contract list category
Distribute bid form, DOLI prevailing wages & bidding documents
Retain documentation on contractors that were invited to bid; invite TG/ED/Veteran owned business
Job Order Contracting Campus Use Process Contracting
Receive & review bids to ensure project can be completed at the dollar amount under the bidding thresholds. Maintain a contingency buffer for potential change orders.
Select the lowest responsive & responsible bidder
Obtain certificates of insurance and P&P bonds (if req’d)
Issue Notice to Proceed, purchase order reference FPTMC001 and cc: State Human Rights (if req’d)
Reporting Retain documentation on contractors that were invited to bid
Semi-annually – submit documentation to system office for contractors that were invited to bid
Job Order Contracting Master List Information • General Contractor – main responsible party for the project & capable of
performing construction work as a contractor
• Fire Suppression – sum of all work to create a system that extinguishes a fire
• Plumbing – all work consisting of the pipes and fixtures for the distribution of water or gas in a building
• HVAC – sum of all work to create a system that provides heating, ventilation and/or cooling
• Electrical – services relating to, producing, or operated by electricity
• Communication – combination of low voltage links and networks that serve a general function for audio visual, security, energy management or other systems
Job Order Contracting Master List Information Company
Information
Construction Trade Categories
Example: Electrical contractor (own workforces) who will travel to 4 campuses
Date 2a. TG Status (indicate yes/no)
2b. ED Status (indicate yes/no)
2c. Veteran Preference (indicate yes/no)
Company Contact Person:
me: Title: dress: Email:
Telephone:
ebsite: Fax:
Services: Check the construction services/trades that your firm provides with its own workforce
de 1: General Contractor Trade 4: HVAC (Mech)
de 2: Fire Suppression (Mech) Trade 5: Electrical
de 3: Plumbing (Mech) Trade 6: Communication
Locations: Check the institutions where your firm is able to provide the above services icate the MnSCU institutions (map provided for reference) that your company would be willing to perform construction services. e the box to the left to indicate the institution.)
Alexandria Technical & Community College North Hennepin Community College Anoka – Ramsey Community College NEHD – Hibbing Community College Anoka Technical College NEHD – Itasca Community College Bemidji State University NEHD – Mesabi Range Community & Technical College Central Lakes College NEHD – Rainy River Community College Century College NEHD – Vermilion Community College Dakota County Technical College Northland Community College Fond du Lac Tribal & Community College Northwest Technical College Hennepin Technical College Pine Technical College Inver Hills Community College Ridgewater College Lake Superior College Riverland Community College Metropolitan State University Rochester Community & Technical College Minneapolis Community & Technical College St. Cloud State University Minnesota State College – Southeast Technical St. Cloud Technical & Community College
Minnesota State Community & Technical College Saint Paul College
Minnesota State University, Mankato South Central College Minnesota State University, Moorhead Southwest Minnesota State University
Minnesota West Community & Technical College Winona State University
Normandale Community College
Job Order Contracting Master List Information
Project est. $30k
2 bids req’d
Note date of solicitations
Example option of who bids sent too
Need to complete ALL in category
GC
Fire
Plb
g
HV
AC
Ele
c
Low
Vol
t
GC
Fire
Plb
g
HV
AC
Ele
c
Low
Vol
t
106 Group Ltd (The) x x292 Design Group, Inc.Adkins Association Inc. x x x x x x 3/5/2013 x 4/1/2013 x 3/20/2013 xAdvantage Point Group, Inc.AKF Group LLCAkiba Architects xAlliant Engineering, Inc. x x 4/25/2013 xAmbe Ltd.Amcon Construction x xAmerican Engineering Testing (AET) xAnderson Services, PLLCAnderson Engineering of MN x xAngstrom Analytical, Inc.Ankeny Kell Architects (AKA) x x 4/1/2013Antal & Associates, Inc. x xAntea Electrical 4/25/2013Apollo BBC, Inc. 4/1/2013 xArchitectural Alliance x x x x x x x xArchitectural Resources Inc. x 3/5/2013Architectural Testing x xArchitecture OneArmstrong Torseth Skold & Rydeen Inc. xAshley Engineering x xBarr Engineering Co.Bay West, Inc. xBHH Partners Planners/Architects x xBKBM Engineers x 3/5/2013
Business
Anoka Techncial Bemidji