Facilities Project Management Services

Agency: VirginiaTech
State: Virginia
Type of Government: State & Local
Caegory:
  • R - Professional, Administrative and Management Support Services
Posted Date: Dec 12, 2018
Due Date: Jan 23, 2019
Solicitation No: 0058028
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Facilities Project Management Services
Jan 23rd 2019
3:00 p.m.

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Test Title

Request for Proposal # 0058028

For

Facilities Project Management Services

October 10, 2018

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.


RFP 0058028

GENERAL INFORMATION FORM

QUESTIONS: All inquiries for information regarding this solicitation should be directed to: Reed Nagel nagelr@vt.edu/540-231-5240.

DUE DATE: Proposals shall be received until December 3, 2018 at PM. Failure to submit proposals to the correct location by the designated date and hour shall result in disqualification.

ADDRESS: Proposals should be mailed or hand delivered to: Virginia Polytechnic Institute and State University (Virginia Tech), Procurement Department (MC 0333) North End Center, Suite 2100, 300 Turner Street NW, Blacksburg, Virginia 24061. Reference the due date and hour, and RFP Number in the lower left corner of the return envelope or package.

Please note that USPS is delivered to a central location and is not delivered directly to Procurement. Allow extra time if sending proposal via USPS. It is the vendor’s responsibility to ensure proposals are received in the Procurement office at the appropriate date and time for consideration.

PRE-PROPOSAL CONFERENCE: A pre-proposal conference shall be held on October 29, 2018     at 3:00pm. See section IX, Preproposal Conference, for additional information.

TYPE OF BUSINESS: (Please check all applicable classifications). If your classification is certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), provide your certification number: ___________. For assistance with SWaM certification, visit the SBSD website at http://sbsd.virginia.gov/ .

____ Large

____ Small business – An independently owned and operated business which, together with affiliates, has 250 or fewer employees or average annual gross receipts of $10 million or less averaged over the previous three years. Commonwealth of Virginia Department of Small Business and Supplier Diversity (SBSD) certified women-owned and minority-owned business shall also be considered small business when they have received SBSD small business certification.

____ Women-owned business – A business concern that is at least 51% owned by one or more women who are U. S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity Ownership interest is owned by one or more women who are citizens of the United States or non-citizens who are in full compliance with the United States immigration law, and both the management and daily business operations are controlled by one or more women who are U. S. citizens or legal resident aliens.

____ Minority-owned business – A business concern that is at least 51% owned by one or more minority individuals (see Section 2.2-1401, Code of Virginia) or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity Ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals and both the management and daily business operations are controlled by one or more minority individuals.

COMPANY INFORMATION/SIGNATURE: In compliance with this Request For Proposal, and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods or services in accordance with the attached signed proposal and as mutually agreed upon by subsequent negotiation.

FULL LEGAL NAME (PRINT)

(Company name as it appears with your Federal Taxpayer Number)

FEDERAL TAXPAYER NUMBER (ID#)

BUSINESS NAME/DBA NAME/TA NAME

(If different than the Full Legal Name)

BILLING NAME

(Company name as it appears on your invoice)

PURCHASE ORDER ADDRESS

PAYMENT ADDRESS

CONTACT NAME/TITLE (PRINT)

E-MAIL ADDRESS

TELEPHONE NUMBER

TOLL FREE TELEPHONE NUMBER

FAX NUMBER TO RECEIVE

E-PROCUREMENT ORDERS

Is any member of the firm an employee of the Commonwealth of Virginia who has a personal interest in this contract pursuant to the Code of Virginia, 2.2 – 3102 - 3112

YES____________ NO_____________

• I hereby acknowledge and agree to the provisions of the Electronic Transactions and Execution applicable to this contract and all associated documentation for this contract.

SIGNATURE ____________________________________ Date: _________________________

Revised 07/01/2017


I. PURPOSE:

The purpose of this Request for Proposal (RFP) is to solicit proposals to establish a contract through competitive negotiations for facilities project management services for renovations and non-capital (valued at less than $3M) construction projects by Virginia Polytechnic Institute and State University (Virginia Tech/VT), an agency of the Commonwealth of Virginia.

The VT Facilities Services division is seeking qualified vendors to provide advanced levels of project management services for various types of renovation projects from inception phase, through design and construction and conclude after the warranty period. Typical projects include (but not limited to) demolition, excavation, site work, landscaping, carpentry, electrical, mechanical (HVAC), plumbing, painting, wall covering, flooring, roofing, fencing, ornamental metalwork, paving, sidewalks, tuck pointing, masonry, acoustical ceilings, asbestos abatement, seal coating and fireproofing.

II. CONTRACT PERIOD:

The term of this contract is for three (3) years, or as negotiated. There shall be an option for two (2) two (2)-year renewals, or as negotiated.

III. BACKGROUND:

Virginia Polytechnic Institute and State University (Virginia Tech) is located in Blacksburg, Virginia, approximately 40 miles southwest of Roanoke, Virginia, the major commercial hub of the area. In addition to the University’s main campus in Blacksburg, major off campus locations include twelve agriculture experiment research stations, the Virginia Tech Carilion School of Medicine and Research Institute in Roanoke, Virginia, the Marion duPont Scott Equine Medical Center and graduate centers in Roanoke and Fairfax, Virginia.

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech takes a hands-on, engaging approach to education, preparing scholars to be leaders in their fields and communities. As the Commonwealth’s most comprehensive University and its leading research institution, Virginia Tech offers 240 undergraduate degree programs to more than 31,000 students and manages a research portfolio of nearly $513 million. The University fulfills its land-grant mission of transforming knowledge to practice through technological leadership and by fueling economic growth and job creation locally, regionally, and across Virginia.

In 2012, the University contracted out its project management oversight on renovation and non-capital construction projects (projects values at less than $3M). Prior to that time, the university project managed these types of projects using internal staff resources.

Since the 2012 contract’s inception, the following are statistics regarding the value of the projects in which the existing Project Management Firm, (hereinafter referred to as “Contractor or Contractor(s)”) provided project management for the university:

Fiscal Year

# of Projects

Project Value Range

Project Costs

2013

34

$0 - $50,000

$ 358,375

2

$50,000 - $100,000

$ 113,837

2

$100,001 - $500,000

$ 351,155

0

$500,001 - $1,000,000

$ 0

0

$1,000,001 and above

$ 0

2013 Totals

38

$ 823,367

Fiscal Year

# of Projects

Project Value Range

Project Costs

2014

115

$0 - $50,000

$ 1,670,379

10

$50,000 - $100,000

$ 691,791

20

$100,001 - $500,000

$ 4,742,491

1

$500,001 - $1,000,000

$ 636,132

1

$1,000,001 and above

$ 1,037,279

2014 Totals

147

$ 8,778,071

Fiscal Year

# of Projects

Project Value Range

Project Costs

2015

82

$0 - $50,000

$ 1,319,727

14

$50,000 - $100,000

$ 904,847

18

$100,001 - $500,000

$ 4,369,229

3

$500,001 - $1,000,000

$ 1,665,895

1

$1,000,001 and above

$ 1,238,185

2015 Totals

118

$ 9,497,882

Fiscal Year

# of Projects

Project Value Range

Project Costs

2016

123

$0 - $50,000

$ 1,740,961

11

$50,000 - $100,000

$ 836,805

36

$100,001 - $500,000

$ 8,136,701

10

$500,001 - $1,000,000

$ 7,063,482

0

$1,000,001 and above

$ 0

2016 Totals

180

$ 17,777,949

Fiscal Year

# of Projects

Project Value Range

Project Costs

2017

97

$0 - $50,000

$ 1,541,570

22

$50,000 - $100,000

$ 1,520,953

37

$100,001 - $500,000

$ 7,874,667

5

$500,001 - $1,000,000

$ 3,245,169

1

$1,000,001 and above

$ 1,709,755

2017 Totals

162

$ 15,892,114

Fiscal Year

# of Projects

Project Value Range

Project Costs

2018*

(Year to Date)

88

$0 - $50,000

$ 1,224,206

10

$50,000 - $100,000

$ 698,739

24

$100,001 - $500,000

$ 5,107,219

1

$500,001 - $1,000,000

$ 708,070

2

$1,000,001 and above

$ 2,779,333

2018* Totals

125

$ 10,517,567

Fiscal Year

# of Projects

Project Value Range

Project Costs

Cumulative (Contract to Date as of Data pulled 3/15/18)

539

$0 - $50,000

$ 7,855,219

69

$50,000 - $100,000

$ 4,766,971

137

$100,001 - $500,000

$ 30,581,461

20

$500,001 - $1,000,000

$ 13,318,747

5

$1,000,001 and above

$ 6,764,551

CTD Totals

770

$ 63,286,950

IV. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM:

The eVA Internet electronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are, therefore, requesting that your firm register as a vendor within the eVA system.

There are transaction fees involved with the use of eVA. These fees shall be considered in the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system.

Registration in the eVA system is accomplished on-line. Your firm shall provide the necessary information. Please visit the eVA website portal at http://www.eva.virginia.gov/pages/eva-registration-buyer-vendor.htm and register both with eVA and Ariba. This process needs to be completed before Virginia Tech can issue your firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration.

For registration and technical assistance, reference the eVA website at: http://www.eva.virginia.gov , or call 866-289-7367 or 804-371-2525.

V. CONTRACT PARTICIPATION:

It is the intent of this solicitation and resulting contract to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions, or Virginia Tech’s affiliated corporations and/or partnerships may access any resulting contract if authorized by the Contractor.

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract may be extended to the entities indicated above to purchase at contract prices in accordance with contract terms. The Contractor shall notify Virginia Tech in writing of any such entities accessing the contract, if requested. No modification of this contract or execution of a separate contract is required to participate. The Contractor shall provide semi-annual usage reports for all entities accessing the Contract, as requested. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments without direct administration from Virginia Tech. Virginia Tech shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that Virginia Tech is not responsible for the acts or omissions of any entity, and shall not be considered in default of the contract no matter the circumstances.

Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.

VI. STATEMENT OF NEEDS:

A. GENERAL NEEDS AND REQUIREMENTS

1. Funding for university renovation projects is sensitive to the economic climate in the Country and State. Virginia Tech is not able to guarantee any project funding levels upon which the Program Manager can definitively plan.

2. The successful Contractor(s) shall not be considered an employee of Virginia Tech, but shall be an independent Contractor. Nothing in this agreement shall be construed as authority for the Project Management Firm to make commitments which shall bind Virginia Tech, or otherwise act on behalf of Virginia Tech, except as Virginia Tech shall expressly authorize in writing.

3. The successful Contractor(s) shall be retained to provide administrative, management and related services to coordinate scheduled activities and responsibilities of hired general contractors and their subcontractors as well as with each other. In addition, coordination will need to be managed between the successful Project Management Firm team and representatives from the University.

4. The successful Contractor(s) shall not self-perform construction nor shall it perform any design services that are required to be sealed to satisfy regulatory compliance.

5. All work managed by the Contractor(s) is to be performed in compliance with either the most current version of the Commonwealth of Virginia Construction and Professional Services Manual (CPSM) or the university authored equivalent construction procurement manual (currently being drafted). In addition the following Virginia Tech Standards will apply:

a. Principals and Standards including but not limited to references to Campus Design Principles, Design & Construction Standards, Sign Standards, and CAD Standards shown on the Virginia Tech website –

https://www.facilities.vt.edu/planning-construction/principles-and-standards.html

b. Building Code Compliance requirements including but not limited to references to A/E Seal Requirements, Building Code Related Design Criteria, Codes, Forms, and Guidelines, Procedures & Resources shown on the Virginia Tech website –

https://www.facilities.vt.edu/permits-inspections/building-code-compliance.html

c. Stormwater Management Program shown on the Virginia Tech website –

https://www.facilities.vt.edu/permits-inspections/stormwater-management.html

d. Network Infrastructure & Services Design and Construction Standards shown on the Virginia Tech website –

https://www.nis.vt.edu/About/Publications/CablingStandards.html

e. Construction Safety Requirements including but not limited to references to Asbestos, Contractor Safety, Electrical Safety, Excavation Safety, Fall Protection, Hearing Safety, Heat Safety, Lockout/Tagout, Personal Protective Equipment, and Respiratory Protection shown on the Virginia Tech Facilities Special Terms and Conditions, which is Addendum D to this document.

f. The Contractor(s) shall process orders utilizing standard forms and documentation. A representative sample of these forms which have been utilized under the existing Contract has been attached as a reference in Addendum E to this document (to follow).

g. The Contractor(s) shall work with the Procurement office and the Facilities Contract Officer to detriment the best procurement method for each project and insure to insure all projects fall within university and state procurement guidelines.

6. Without modifying Section A.2. above, due to the nature and scope of work to be performed on behalf of Virginia Tech, Contractor(s) will be representing Virginia Tech in these transactions with vendors, companies, and other agencies. As such, Contractor shall be subject to the same applicable laws and university policies as follows:

a. ANTI-DISCRIMINATION:

1) By submitting their proposals, Contractor(s) certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act, and Section 2.2-4311 of the Virginia Public Procurement Act. If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1 E).

2) In every contract over $10,000 the provisions in A and B below apply:

A. During the performance of this contract, the Contractor(s) agrees as follows:

i. The contractor(s) will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

ii. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer.

iii. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this Section.

B. The Contractor will include the provisions of 1) above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

7. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The Contractor shall comply with applicable federal, state and local laws and regulations.

8. CONFLICT OF INTEREST: Virginia Tech is a public university, subject to the laws of the Commonwealth of Virginia. Among these is the State and Local Government Conflict of Interests Act (The Act). The Act can be accessed via http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+2.2-3100. You may wish to consult the provisions of The Act before submitting a response to the Request for Proposal. Additionally, by submitting a proposal or by entering into any resulting contract, the Contractor(s) certifies that it is in full compliance with the provisions of The Act as to this RFP.

9. ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, Contractor(s) certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Contractor(s), supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised unless consideration of substantially equal or greater value was exchanged

B. REQUIRED SERVICE LEVELS

1. The Contractor(s) is required to coordinate and facilitate the team approach for assigned projects to include:

a. Coordinate participation of project team to include end-user, Architect/Engineering Firms, consultants, general contractors, university staff, and other government entities as required.

b. Provide superior client services by keeping open communication and documentation throughout the project as described herein and more specifically in Section G, entitled Benchmarks for Successful Service Levels.

c. Facilitate building turn-over to end-users and educate them to ensure understanding of building systems.

d. Leadership of project team to meet defined program requirements while meeting the authorized project budget and schedule.

2. The Contractor(s) shall be responsible for the sufficient staffing and training of its operation to include the following:

a. Following the implementation of services, any staff changes require submission of a resume/application.

b. Providing training to ensure all employees have appropriate knowledge and skills to perform assigned tasks, including, but not limited to, project management, scheduling, estimating, project accounting, job-site safety, eVA and HokieServ (Virginia Tech work order management system) operations.

c. Ensure reasonable efforts to safeguard any confidential or sensitive in nature data and information and not release such to third parties without the express written consent of the university’s contract administrator.

3. The Contractor(s) shall oversee and administer the design phase for assigned projects to include:

a. All work order requests for renovations projects shall be formally responded to within three business days of receipt.

b. Develop and prepare initial scopes of work and estimates for review and approval by the university department (customer/end user) and VT Facilities prior to engaging further services for the project.

c. Develop project budgets, schedules, and scopes to include contracts for design services and specialized services, such as testing, commissioning and value engineering.

d. Provide extensive knowledge with personnel able to apply understanding of building designs and design methodologies with program needs for the project.

e. Exhibit leadership to project team through communication, contract/end-user negotiations and effective records management.

f. Interpret programmatic requirements and lead the design team to meet the project schedule, budget, and goals.

g. Administer the design contracts and schedule through effective project administration.

h. Take lead role in value added/engineering efforts with design, engineering and client.

i. Be responsible for procuring building permits and scheduling and monitoring inspections.

4. The successful Contractor(s) shall assist with selection of the procurement process of construction services, professional design services and/or goods utilizing established university and facilities contracts procedures and typical protocol used in awarding work for renovation and non-capital construction projects.

a. In accordance with the university policies and procedures and established service contracts, the successful Contractor(s) shall be responsible for determining the best method to competitively procure or directly award, select and effectively negotiate with contractors and where applicable, third party professional design consultants, to meet University program goals, schedule and defined budget for each project.

5. The successful Contractor(s) shall administer the construction phase for assigned projects to include:

a. The Contractor(s) shall provide administrative, management and related services as required to assist in the coordination of the work with the General Contractors and with the activities and responsibilities of the University.

b. Interpret construction drawings and administer approved contract documents, incorporating changes and issuing directives to meet the objectives of the university in whole or in part.

c. Administer budget and maintain schedule through effective project administration. This shall require oversight and management of all work orders and associated transactions within the Virginia Tech Facilities Services Project Management System (HokieServ).

d. Schedule and conduct pre-construction, construction and progress meetings to discuss such matters as procedures, progress, issues and scheduling. The Contractor(s) shall prepare and promptly distribute minutes for all meetings.

e. When applicable, consult with the A/E firm and the university if any awarded project contractor requests interpretations for the meaning and intent of the project drawings and specifications, and assist in the resolution of questions which may arise.

f. Prepare and maintain construction schedule to incorporate the activities of contractors on the project, including activity sequences and durations, allocation of labor and materials, processing of shop drawings, product data and samples, and delivery of products requiring long lead time procurement. Occupancy requirements and portions of the project having occupancy priority shall be included on the construction schedule. The Contractor(s) shall update and reissue the construction schedule as required to show current conditions and revisions required by actual experience.

g. Provide supervision of the activities of the contracts utilized for construction in accordance with the terms and conditions of the awarded contract and any modifications made by change order to the contract. Advise the University of any actions necessary to assist in the enforcement of the contract.

h. Coordinate the project’s awarded construction and trades contractors, including the right, if necessary, to change the time, order and priority in which the various portions of the trade contract work and the other work associated with the project shall be performed. A project’s construction schedule shall constitute the schedule to be used by the assigned team, other contractors, the Contractor(s) and the University until subsequently revised.

i. Receive from the awarded project contractor(s), review and approve all shop drawings, product data and samples, assist in the coordination of them with information received from other project awarded contractors, and transmit to the A/E firm (if applicable) those recommended for approval. The Contractor(s)'s actions shall be taken with such reasonable promptness as to cause no delay in the work or in the activities of other project awarded contractors, the university, or the A/E firm.

j. Determine in general that the work is being performed in accordance with the requirements of the awarded project construction contract documents, including Drawings, Specifications, and other documents provided for the work, keeping university representatives informed of the progress of the work, and endeavor to guard the university against defects and deficiencies in the work and achieve satisfactory performance from each of the awarded contractors. The Contractor(s) shall recommend courses of action to the university when requirements of a project’s awarded construction contract scope and terms are not being fulfilled, and the non-performing party does not take satisfactory corrective action.

k. Record the progress of the project and input and or monitor data to track work flow, project expenses, project records, such as record of weather, awarded project contractors' work on the site, number of workers, work accomplished, problems encountered, and other similar relevant data as the university may require. These reports shall be available to the university by using the university’s project management system (HokieServ).

l. In consultation with university representatives, the Contractor(s) is responsible for the quality control and quality assurance for the construction work in place and shall have the authority to reject work which does not conform to the awarded project contract documents. Whenever the Contractor(s) considers it necessary or advisable, the Contractor(s) shall have authority to require special inspection or testing, or make recommendations to the university regarding special inspection or testing, or work not in accordance with the provisions of the awarded project contract documents whether or not such work is fabricated, installed or completed.

m. Negotiate proposals received from A/E Firms and Contractors and submit recommendations for award as needed. Submit full documentation to the University for Project Records.

n. Maintain one record copy of all awarded project contracts, project drawings, specifications, addenda, change orders and other modifications, in good order and marked currently to record all changes and selections made during construction, and in addition approved shop drawings, product data, samples, similar required submittals and other related documents and revisions which arise out of the awarded project contracts or work.

o. The contractor is responsible for reviewing all change orders submitted by vendors to ensure the scope of work for the change order is not included within the original contracted scope of work and/or previously approved changes. The contractor should review the pricing (hours and materials) and ensure that the pricing is in-line with the proposed scope of work. The contractor will be responsible for processing any client change orders and all paper work to issue a purchase order change order and/or a new change order as required. When the change order is approved and the purchase orders are issued. The contractor is responsible for informing the Virginia Tech entity providing the funding for the project of the requested change order. If approved, the Contractor shall ensure the scope of work for the change order is properly installed/completed, prior to processing an approved invoice for the work.

p. Complete close out documents including punch-list finalization, as-built drawings, Operations and Maintenance (O&M) Manuals, Commissioning (Cx) reporting, and post-construction analysis. Provide customer evaluation surveys along with monthly reporting of performance metrics.

q. Review and certify all pay requests by the A/E firm or awarded construction contractor, including final payment.

6. The successful Contractor(s) shall not be responsible for construction means, methods, techniques, sequences and procedures employed by awarded project contractors in the performance of their contracts, and shall not be responsible for the failure of any awarded project contractor to carry out work in accordance with the project construction contract documents. Adequate documentation shall be provided when necessary to document overall vendor performance, both positive and negative.

7. The successful Contractor(s) shall review the safety programs developed by each of the awarded project contractors for purposes of coordinating the safety programs with those of the other project contractors subject to the following;

a. The Contractor(s)'s responsibilities for coordination of safety programs shall not extend to direct control over or charge of the acts or omissions of the awarded project contractors, subcontractors, agents, assigns, or employees of the awarded project contractor or subcontractors, or any other persons performing portions of the work and not directly employed by the Contractor(s).

8. The successful Contractor(s) shall oversee the closeout of projects including:

a. In consultation with the assigned A/E firm for the project and the University’s maintenance personnel, observe the awarded project contractors' checkout of utilities, operational systems and equipment for readiness and assist in their initial start-up and testing.

b. Prepare for the university a summary of the status of the work of each awarded project contractor(s), listing changes in the previously issued Certificates of Substantial Completion of the work, a list of incomplete or unsatisfactory items and a schedule for their completion. Assist in conducting inspections to determine the dates of substantial completion. Coordinate the correction and completion of incomplete items of work.

c. Evaluate the completion of the work of the awarded project contractors and make recommendations to the university when work is ready for all inspections. Assist in conducting all inspections and receive and forward to the university written warranties, guarantees, affidavits, releases, bonds and waivers and related documents required by the awarded project contractor’s contract and assembled by the awarded project contractor. Deliver all keys, manuals, record drawings, and maintenance stocks to the university.

d. During the one (1) year warranty period following the date of substantial completion, the Contractor(s) shall work with the university’s representative to oversee, monitor, and coordinate the remedial work of the awarded project contractors, including, but not limited to, making certain that the appropriate project contractors are notified of the extent and nature of the remedial work which needs to be done and that such work is done in a timely and satisfactory manner.

C. REPORTING REQUIREMENTS:

1. The successful Contractor(s) shall be required to provide monthly reports meeting the following project data points and shall be incorporated into the university’s construction management system as follows:

a. Upon receipt of the Submitted Invoices Log from the Facilities Business Office, provide explanation to invoices received 5 or more days after invoice date.

...

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