Campus Let Contracts

Procedure Updates andPrevailing Wage Rates

January 30, 2013

What’s new? Tools• Updates to Procedure 7555

Training • Overview of 7555

Communication• Guidance Documents

• CLC-6: Debriefing• CLC-7: Single Sole Source Procurements

• Website: www.suny.edu/capitalfacilities/ • Listserv: SUNYCLC@LS.SYSADM.SUNY.EDU

 

What’s next? Tools• Procedure 7554 - Construction Contracting• Contract Agreement Template for Studies

Communications• Field Orders • Payment Forms and Process• Records Retention• Insurance

 

View procedures on the Office for Capital Facilities website

Procedure Updates

Procedure 7555: Summary of UpdatesOverall • Basic structure and forms• Consultant selection process, forms and criteria • Added definitions of and guidance on term and

backdrop agreements 

Consultant Service Agreements• Clarified agreement types and when they should be

used• Clarified documentation required on file at campus • Clarified consultant documentation requirements• Added SUNY Construction Procurement Record

Checklist• Added Division of Budget B-1184 requirement

View procedures on the Office for Capital Facilities website

FormsID New Doc # Old Doc # Document Name Changes

1 7555-00 New Consultant Procurement Checklist New Form

2 7555-01 CS-1 Request for Qualifications Comprehensive update

3 7555-02 CS-3 RFQ Transmittal Letter Format changes; no substantive changes

4 7555-03 New Short List Rating Form New Form

5 7555-04 New Short List Summary Form New Form

6 7555-05 New Consultant Reference Form New Form

7 7555-06 CS-4 Consultant Selection Rating Form Comprehensive update

8 7555-07 New Backdrop Term Mini Selection Form New Form

9 7555-08 CS-13 Letter of Intent Format changes; no substantive changes

10 7555-09 CS-12 Insurance Certificate No change

11 7555-10 CS-11 Consultant Agreement No change

12 7555-10A New Term/Backdrop Consultant Agreement New Form

13 7555-11 CS-14 Contract Amendment Format changes; no substantive changes

14 7555-12 CS-6 Consultant Application for Payment No change

15 7555-13 New Project Initiation – Term New Form

16 7555-14 CS-7 Authorization to Proceed Comprehensive update

Section II. Consultant Service Agreements

•Lump Sum Agreement with no associated construction cost (for studies & limited design services)•Cost Plus Fixed Fee Agreement (for studies & design with a clearly defined scope)•Lump Sum Agreement with an associated construction cost (for studies & design)

The Fund’s fee schedule is for internal comparison only.Do not provide the fee schedule to consultants.

Fund Website

Section III. Agreements <$25,000Documentation requirements• DOB B-1184 Approval (applies >$20,000)• Procurement Lobbying Forms (applies >$15,000) • Certificates of Insurance (Form 7555-09)• Certificate of Workers Comp and Disability• OSC Form A - State Consultant Services

Contractor’s Planned Employment (applies >$15,000; applicable to salaries, does not include travel or reimburseables)

• Purchase Order or Agreement• Exhibit A• Exhibit A-1 (applies >$25,000)• Project  scope and requirements

• If processed as a Contract - Campus Procurement Certification (Form XV, Procedure 7553) 

 

Section IV. Agreements >$25,000

A. Overview• Solicitation• Selection• Award

B. Required Documentation • See Checklist (Form 7555-00)

C. Consultant Service Agreement Process• *New* Selection process, criteria and form

Consultant Procureme

nt ChecklistLink to form

Request for Qualificatio

nsLink to form

Table of Contents 1 Request for Qualifications .................................................................................................................... 3

2 Instructions ........................................................................................................................................... 3

2.1 Format of Proposal and Statement of Qualifications .................................................................... 3

2.2 Pre Bid Meeting ............................................................................................................................ 3

2.3 RFQ Process and Evaluation Criteria ........................................................................................... 3

2.4 References ..................................................................................................................................... 4

2.5 Additional Information ................................................................................................................. 4

3 Scope of Services ................................................................................................................................. 4

3.1 Background ................................................................................................................................... 4

3.2 Available Data ............................................................................................................................... 4

3.3 Scope of Services .......................................................................................................................... 4

3.4 Program Budget ............................................................................................................................ 4

3.5 Basic Design Fee ........................................................................................................................... 4

3.6 Subconsultant and M/WBE Staffing ............................................................................................. 4

3.7 Time of Completion Schedule ...................................................................................................... 4

4 General Conditions ............................................................................................................................... 4

4.1 Additional Terms & Conditions .................................................................................................... 5

4.1.1 Vendor Debriefing ................................................................................................................ 5

4.1.2 Proposal/Qualifications Confidentiality ................................................................................ 5

4.1.3 Information Security Breach and Notification Act ............................................................... 5

4.2 Required Consultant Documentation ............................................................................................ 5

4.2.1 Minority & Woman Owned Business Enterprises Participation (Forms as defined in SUNY Procedure 7557) ................................................................................................................................... 5

4.2.2 Vendor Responsibility ........................................................................................................... 9

4.2.3 State Finance Law §§ 139-j and 139-k (Forms as defined in SUNY Procedure 7552) ......... 8

4.2.4 Required Insurance................................................................................................................ 8

4.2.5 State Consultant Services Reporting (OSC Form A and B) .................................................. 9

4.2.6 Iran Divestment Act ............................................................................................................ 11

4.2.7 Omnibus Procurement Act of 1992 (Form from SUNY Procedure 7553) ............................ 8

4.2.8 Contract Award Protest Procedure ...................................................................................... 11

4.3 Additional Terms & Conditions .................................................................................................. 11

5 Attachments ........................................................................................................................................ 14

5.1 Terms and Conditions ................................................................................................................. 14

5.2 Required Consultant Documentation Forms ............................................................................... 14

Selection Process Highlights

• Short List Rating (7555-03)• Short List Summary (7555-04)• Consultant References (7555-05)

•Consultant Selection Rating (7555-06)• Firm Qualifications and Experience (20 Pts.)

• Personnel Qualifications and Experience (20 Pts.)

• Previous Experience with Work Specific to Project Scope (20 Pts.)

• Approach & Capability (20 Pts.)

• MWBE Utilization (10 Pts.)

• References (10 Pts.)

A detailed description of each category is on page two of the form.

Forms available online

New

Forms

Selection Process Highlights

•Selection Committee• A minimum of three members• If interviews are held, each must be attended by all

committee members (therefore we recommend committees consist of four or more members)

• At a minimum the committee chair must have completed the Consultant Selection Training with the Fund

• A committee member shall have no conflict of interest relating to the consultants being considered

Remember: Procurement Lobbying ActProcedure 7552

Procurement Lobbying Act

•Limits communications during the Restricted Period – from Contract Reporter Ad to Contract Execution•All inquires must be directed to the Designated Contact•Violation could result in the disqualification of the consultant

View the procedure at the Office for Capital Facilities websiteProcedure 7552

Term and Backdrop Agreements•Term Agreements • A pre-awarded agreement for the preparation of a

study or for design services and/or contract administration of small projects with similar scopes of work.

•Backdrop Agreements• For small projects with diverse scopes of work• Backdrop term agreements involve the selection of

three to six firms to serve as a “backdrop” of consultants and a mini-selection process is used to determine the most qualified consultant for each project.

*New* Agreement Template available online

Term and Backdrop Agreements•Highlights • May be issued as dry appropriation contracts• Three year maximum term, no option for renewal• Selection must demonstrate the most qualified firm

is selected • A fair and reasonable price must be negotiated for

each project• Consultation with University Counsel is strongly

recommended

*New* Agreement Template available online

Term and Backdrop Agreements•Forms• 7555-10A - Consultant Term Agreement• 7555-07 - Backdrop Agreement Mini Selection • 7555-13 - Term Project Initiation• 7555-14 - Authorization to Proceed

*New* Agreement Template available online

What hasn’t changed? •“The Basics”•Fee Negotiations •Insurance•Payment

Multi Campus or Regional Agreements

Prevailing Wage Rates

Agency Responsibility

•Obtain a Prevailing Wage Rate Schedule•Include the schedule in the contract•Submit a Notice of Contract Award (PW-16)•Collect and maintain certified payroll records•Submit a Notice of Completion/Cancellation (PW-200)

Use the online application

Certified Payroll

•Collect payroll records every thirty (30) days•Designate an employee to collect and review certified payrolls for facial validity•Maintain payroll records for five years from the date of completion of the work•Post the name of the employee collecting payroll records on the project site•Make filing of payrolls by the contractor(s) a condition of payment

Facial validity: the validity of something at face value.

OSHA 10 Hour Course

•Proof of completion must be provided with the first certified payroll•Proof must be provided when a new or additional employee is listed

Contact:Jessica R. Miller

Jessica.Miller@suny.edu518-320-1129