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 Contracts

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

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

Job Order Contracting

Questions Provide feedback to

Heidi Myers

651-201-1773

Heidi.myers@so.mnscu.edu