DOING BUSINESS WITH UO

DOING BUSINESS DOING BUSINESS WITH UO WITH UO

Oregon Native American Chamber Oregon Native American Chamber LuncheonLuncheon

Contracting with the University of Oregon Contracting with the University of Oregon and the Oregon University System and the Oregon University System

Presented by:Presented by:

Catherine Susman & Darin DehleCatherine Susman & Darin Dehle

OUS MWESB PolicyOUS MWESB Policy

It is the policy of all of the Oregon University System institutions, including University of Oregon, to provide the best possible opportunity for minority, women, and emerging small businesses to compete for and be awarded contracts.

Decentralized Decentralized Purchasing Purchasing

University of Oregon has a decentralized University of Oregon has a decentralized purchasing environmentpurchasing environment

Each University of Oregon department Each University of Oregon department has the responsibility and authority to has the responsibility and authority to make their own purchases for goods and make their own purchases for goods and servicesservices

Vendors must market directly with Vendors must market directly with departmentsdepartments

UO OutreachUO Outreach

Establishing Ties in the CommunityEstablishing Ties in the Community

Upcoming MWESB outreach events statewide in which University Upcoming MWESB outreach events statewide in which University is participating .is participating .

March 6, 2012 at Rose Quarter/Memorial Coliseum Exhibit Hall – March 6, 2012 at Rose Quarter/Memorial Coliseum Exhibit Hall – Sponsored by Oregon Public Purchasing Association and National Sponsored by Oregon Public Purchasing Association and National Institute of Governmental Purchasing from 9am-3pm.Institute of Governmental Purchasing from 9am-3pm.

April 18, 2012 – Governor’s Marketplace, Salem.April 18, 2012 – Governor’s Marketplace, Salem.

May 10, 2012 – OAME Conference and Trade Show – Oregon May 10, 2012 – OAME Conference and Trade Show – Oregon Convention Center – Hall D from 10am-3pm.Convention Center – Hall D from 10am-3pm.

Consistent Participation with MWESB OrganizationsConsistent Participation with MWESB Organizations

Participation in other regional and national events by University Participation in other regional and national events by University representativesrepresentatives

Access to UOAccess to UOEstablishing Networks and ChannelsEstablishing Networks and Channels

University is currently undertaking an re-development of its University is currently undertaking an re-development of its Vendor Registration Portal. Please take a moment to visitVendor Registration Portal. Please take a moment to visit: : http://pcs.uoregon.edu/content/feedback-request-new-vendor-http://pcs.uoregon.edu/content/feedback-request-new-vendor-registration-portal. registration-portal. Provide your contact information and we will Provide your contact information and we will provide a link for you to preview when the new site is live.provide a link for you to preview when the new site is live.

UO Reverse Vendor Fair – February 2013 – more information will UO Reverse Vendor Fair – February 2013 – more information will be provided to vendors registered through the Vendor be provided to vendors registered through the Vendor Registration Portal this summer. Registration Portal this summer.

2011 UO Reverse Vendor Fair – results2011 UO Reverse Vendor Fair – results Over 393 companies attendOver 393 companies attend UO did business with 38% of attendees in the first 9 mos. after the fairUO did business with 38% of attendees in the first 9 mos. after the fair This business activity totaled over $11 million This business activity totaled over $11 million Approximately 10% of the $11 million was with MWESB vendorsApproximately 10% of the $11 million was with MWESB vendors

Locating Information Locating Information

University of Oregon Website University of Oregon Website http://www.uoregon.edu/

UO Purchasing & Contracting Services UO Purchasing & Contracting Services http://pcs.uoregon.edu/

Facilities/Capital Construction Facilities/Capital Construction http://facilities.uoregon.edu/

OUS Business Opportunities OUS Business Opportunities https://secure.ous.edu/bid/

http://www.uoregon.edu/

http://pcs.uoregon.edu/

http://facilities.uoregon.edu/

https://secure.ous.edu/bid/

PCS Goods & ServicesPCS Goods & Services

Changing PoliciesChanging Policies Solicitation effort to at least one certified

MWESB firm If certified firm not available, one solicitation

effort to at least one self-identified MWESB firm

PCS Goods & ServicesPCS Goods & Services

Changing ProceduresChanging Procedures Develop Outreach Plan for MWESB Develop Outreach Plan for MWESB

participationparticipation Establish channels and networks that Establish channels and networks that

provide access to MWESB vendorsprovide access to MWESB vendors New Vendor Registration PortalNew Vendor Registration Portal

Document and report on MWESB utilization Document and report on MWESB utilization and outreachand outreach

UO FY2011 UO FY2011 Expenditures Expenditures

8.9% of UO’s vendor spend was with 8.9% of UO’s vendor spend was with MWESB vendorsMWESB vendors

Total FY11 MWESB Spend = Total FY11 MWESB Spend = $17,761,925.45$17,761,925.45 Total State-Certified MWESB Spend = Total State-Certified MWESB Spend =

$12,304,874.68$12,304,874.68 Total Self-Reported MWESB Spend = Total Self-Reported MWESB Spend =

$5,457,050.77$5,457,050.77

Capital ConstructionCapital ConstructionOUS – Outreach, Policies, Retainer ProgramOUS – Outreach, Policies, Retainer Program

MWESB Certification – Motivation to sign upMWESB Certification – Motivation to sign up

UO – Contract Options, Making Contact, UO – Contract Options, Making Contact, Project Types, MWESB trendsProject Types, MWESB trends

Project Preview – Summer 2012 and beyondProject Preview – Summer 2012 and beyond

Understanding the IssuesUnderstanding the Issues

In depth discussions with MWESB Organizations and ContractorsIn depth discussions with MWESB Organizations and Contractors

Developing an understanding of the challenges faced by small Developing an understanding of the challenges faced by small contractors and consultants within the states construction contractors and consultants within the states construction environmentenvironment

Communicating issues to large contractors that do business with Communicating issues to large contractors that do business with us.us.

Working with leading contractors in the state to understand how Working with leading contractors in the state to understand how other Owners are reaching significant participation numbers other Owners are reaching significant participation numbers through establishment of their project requirementsthrough establishment of their project requirements

Strengthening the MWESB Contracting Community equates to a Strengthening the MWESB Contracting Community equates to a stronger Construction industry in Oregonstronger Construction industry in Oregon

Capital Construction Capital Construction

OUS InteractionsOUS Interactions

Changing Policies Changing Policies

Advertising and Bidding Policy ModificationsAdvertising and Bidding Policy Modifications

Retainer System ChangesRetainer System Changes Bidding all Contractor and Subcontractor opportunities on OUS Website at Bidding all Contractor and Subcontractor opportunities on OUS Website at

https://secure.ous.edu/bid/ One stop equal opportunity access to projectsOne stop equal opportunity access to projects

When institution is selecting bidders for $50k-$500k projectsWhen institution is selecting bidders for $50k-$500k projects Minimum of three ContractorsMinimum of three Contractors Minimum of two MWESB if available on Retainer ProgramMinimum of two MWESB if available on Retainer Program Bidder list posted on OUS site for subcontractor accessBidder list posted on OUS site for subcontractor access

Consultant selection process for services over $100k requires solicitation of Consultant selection process for services over $100k requires solicitation of proposal from at least two MWESB firms.proposal from at least two MWESB firms.

RFP Language for CM/GC projects to incorporate minimum of 10% of RFP Language for CM/GC projects to incorporate minimum of 10% of scoring criteria specific to MWESB participation, performance and scoring criteria specific to MWESB participation, performance and approachapproach


OUS ModificationsOUS Modifications




Changing Procedures Changing Procedures

Development and Implementation of MWESB Development and Implementation of MWESB participation report for every projectparticipation report for every project

All Construction Contractors and ConsultantsAll Construction Contractors and ConsultantsReports all tiers of MWESB sub-contractor or sub-consultant to the Reports all tiers of MWESB sub-contractor or sub-consultant to the OwnerOwnerCaptures dollar values, number of MWESB subs, % participation, Captures dollar values, number of MWESB subs, % participation, etc.etc.


OUS ModificationsOUS Modifications

Structure of the Retainer Program Structure of the Retainer Program

Construction Contract StructureConstruction Contract Structure Contract held by OUS centrallyContract held by OUS centrally Access to all OUS Universities for Work through supplementsAccess to all OUS Universities for Work through supplements On Retained Contractor list with potential for direct hire and On Retained Contractor list with potential for direct hire and

informal bid opportunities between $1 - $50,000informal bid opportunities between $1 - $50,000 Limited Competition Bids between $50,001 - $500,000Limited Competition Bids between $50,001 - $500,000 Open retainer bidding opportunities up to $1,000,000Open retainer bidding opportunities up to $1,000,000

Consultant Contract StructureConsultant Contract Structure Contract held by OUS centrallyContract held by OUS centrally Access to all OUS Universities for Work through supplementsAccess to all OUS Universities for Work through supplements On Retained Consultant list with potential for direct hire and On Retained Consultant list with potential for direct hire and

informal bid opportunities between $1 - $100,000informal bid opportunities between $1 - $100,000 Limited Competition Bids between $100,001 - $250,000Limited Competition Bids between $100,001 - $250,000 Open retainer bidding opportunities up to $1,000,000Open retainer bidding opportunities up to $1,000,000

Capital Construction Capital Construction OUS Retainer ProgramOUS Retainer Program

Benefits of the Retainer Program Benefits of the Retainer Program

Established contracts with the opportunity to match Established contracts with the opportunity to match project size with the growth of your businessproject size with the growth of your business

Opportunity to generate long term working Opportunity to generate long term working relationships with Universities as your business relationships with Universities as your business growsgrows

Single RFP response provides opportunity for many Single RFP response provides opportunity for many potential projectspotential projects


Retainer Contracting Program DatesRetainer Contracting Program Dates

Contracting RFP to be open soon. Contracting RFP to be open soon. RFP scheduled to be advertised March 15, 2012RFP scheduled to be advertised March 15, 2012 Proposals scheduled to be due May 4, 2012Proposals scheduled to be due May 4, 2012 Contracts will be effective July 1, 2012Contracts will be effective July 1, 2012 Contracts will be in place for a 2-year periodContracts will be in place for a 2-year period

Consulting Related ServicesConsulting Related Services Advertisement scheduled to be November 1, 2012Advertisement scheduled to be November 1, 2012 Proposals scheduled to be due December 15, 2012Proposals scheduled to be due December 15, 2012 Contract will be effective February 1, 2013Contract will be effective February 1, 2013 Contracts will be in place for a two year periodContracts will be in place for a two year period

Advertised at Advertised at https://secure.ous.edu/bid/



Insurance Requirements Established by the LegislatureInsurance Requirements Established by the Legislature

The following limits have been set by the Legislature asThe following limits have been set by the Legislature as

Established by Senate Bill 311, 2009 SessionEstablished by Senate Bill 311, 2009 Session

Set requirements for;Set requirements for; General Liability – Bodily Injury/Death – Property DamageGeneral Liability – Bodily Injury/Death – Property Damage Automobile Liability – Bodily Injury/Death – Property Automobile Liability – Bodily Injury/Death – Property

DamageDamage Workers CompensationWorkers Compensation Builder’s RiskBuilder’s Risk Tail CoverageTail Coverage

Capital Construction Capital Construction Insurance Insurance RequirementsRequirements

Commercial General LiabilityCommercial General Liability Bodily Injury/Death (per occurrence)Bodily Injury/Death (per occurrence) $2,000,000 from now until June 30, 2015$2,000,000 from now until June 30, 2015

Commercial General LiabilityCommercial General Liability Bodily Injury/Death (aggregate limit)Bodily Injury/Death (aggregate limit) $4,000,000 from now until June 30, 2015$4,000,000 from now until June 30, 2015

Property DamageProperty Damage (per occurrence) (per occurrence) Set at $100,000 as of January 1, 2010Set at $100,000 as of January 1, 2010 Increases at a maximum of 3% per yearIncreases at a maximum of 3% per year

Property DamageProperty Damage (aggregate limit)(aggregate limit) Set at $500,000 as of January 1, 2010Set at $500,000 as of January 1, 2010 Increases at a maximum of 3% per yearIncreases at a maximum of 3% per year

Capital Construction Capital Construction Insurance LimitsInsurance Limits

Automobile LiabilityAutomobile Liability

Bodily Injury/Death (per occurrence)Bodily Injury/Death (per occurrence) $2,000,000 from now until June 30, 2015$2,000,000 from now until June 30, 2015

Property DamageProperty Damage (per occurrence) (per occurrence) Set at $100,000 as of January 1, 2010Set at $100,000 as of January 1, 2010 Increases at a maximum of 3% per yearIncreases at a maximum of 3% per year


Overcoming the Challenge of meeting limitsOvercoming the Challenge of meeting limits Coverage is not required until a supplement is Coverage is not required until a supplement is

signed for work at a specific campus.signed for work at a specific campus. Not needed for RFP submittal. Not needed for RFP submittal. Initial payments are challengeInitial payments are challenge

Smaller projects can often get waiver to lower level of Smaller projects can often get waiver to lower level of $1M occur./$2M aggr. – No waiver lower than this.$1M occur./$2M aggr. – No waiver lower than this.

Umbrella above $1million base is an optionUmbrella above $1million base is an option May limit quantity of projectsMay limit quantity of projects

Coverage held by contractor often grows with Coverage held by contractor often grows with the size of the projects contracted.the size of the projects contracted.


State of Oregon MWESB CertificationState of Oregon MWESB Certification

OUS Policy requires Universities to report annually on OUS Policy requires Universities to report annually on Certified MWESB contracts for both purchasing and Certified MWESB contracts for both purchasing and constructionconstruction

These reports are being reviewed at the State Board and the These reports are being reviewed at the State Board and the LegislatureLegislature

Only Certified MWESB contractors and consultants count in Only Certified MWESB contractors and consultants count in participation numbersparticipation numbers

Two certified MWESB contractors required to be solicited Two certified MWESB contractors required to be solicited for every retainer project being advertised.for every retainer project being advertised.

Quality services provided by MWESB contractors and Quality services provided by MWESB contractors and consultants will be sought after to improve rates at consultants will be sought after to improve rates at UniversitiesUniversities

We NEED to know who you are. CERTIFICATION PUTS YOU We NEED to know who you are. CERTIFICATION PUTS YOU ON A LIST WHERE WE CAN FIND YOU!ON A LIST WHERE WE CAN FIND YOU!


MWESB CertificationMWESB Certification

Contract TypesContract Types

OUS Retainer ContractsOUS Retainer Contracts Projects up to $1 million as described earlierProjects up to $1 million as described earlier

UO – Non retainer ContractsUO – Non retainer Contracts Typically a $25,000 capTypically a $25,000 cap Usually a direct negotiation for priceUsually a direct negotiation for price

Public Improvement ContractsPublic Improvement Contracts Low-bid projects over $1 millionLow-bid projects over $1 million

CM/GC ContractsCM/GC Contracts Large, complex capital projects ranging typically ranging from $ 5 Large, complex capital projects ranging typically ranging from $ 5

million to $200 million.million to $200 million.


UO - Contracting UO - Contracting OptionsOptions

Introduction OpportunitiesIntroduction Opportunities

Attend previously identified eventsAttend previously identified events Select group of attendees from our officeSelect group of attendees from our office

Presentation options in EugenePresentation options in Eugene Arranged presentations to Project Development TeamArranged presentations to Project Development Team

First Wednesday of every month at noonFirst Wednesday of every month at noon Every other Thursday in the morningEvery other Thursday in the morning

Bring information regarding experienceBring information regarding experience PhotosPhotos ReferencesReferences

Discuss your business and what your areas of expertise areDiscuss your business and what your areas of expertise are Leave behind contact informationLeave behind contact information Let us know if you are on the OUS Retainer programLet us know if you are on the OUS Retainer program


UO - Making ContactUO - Making Contact

Project TypesProject Types

Large Capital ProjectsLarge Capital Projects New BuildingsNew Buildings Additions and RenovationsAdditions and Renovations Complete Building RenovationsComplete Building Renovations

Medium Sized Capital ImprovementsMedium Sized Capital Improvements Partial Building RenovationsPartial Building Renovations Laboratory RenovationsLaboratory Renovations Classroom RenovationsClassroom Renovations Exterior Renovation/RestorationExterior Renovation/Restoration Mechanical/Electrical UpgradesMechanical/Electrical Upgrades

Small Capital ImprovementsSmall Capital Improvements RoofingRoofing PaintingPainting Carpet InstallationCarpet Installation Office RenovationsOffice Renovations Exterior Site WorkExterior Site Work


UO - Project TypesUO - Project Types

FY 2009 Project ExpendituresFY 2009 Project Expenditures

Total Expenditures with MWESB FirmsTotal Expenditures with MWESB Firms Small ProjectsSmall Projects

$2,743,593 - Direct Contracts$2,743,593 - Direct Contracts $2,829,103 – Sub-Contractors$2,829,103 – Sub-Contractors

CM/GC ProjectsCM/GC Projects TotalTotal

$2,497,943$2,497,943 Minority OwnedMinority Owned

$872,680$872,680 Women OwnedWomen Owned

$931,695$931,695 Emerging Small BusinessEmerging Small Business

$990,277$990,277


UO MWESB ContractingUO MWESB Contracting


Total CM/GC Expenditures with MWESB FirmsTotal CM/GC Expenditures with MWESB Firms $5,441,710$5,441,710

Minority OwnedMinority Owned $1,720,523$1,720,523

Women OwnedWomen Owned $2,376,961$2,376,961

Emerging Small BusinessEmerging Small Business $1,144,656$1,144,656




Total CM/GC Expenditures with MWESB FirmsTotal CM/GC Expenditures with MWESB Firms $9,870,377$9,870,377

Minority OwnedMinority Owned $2,342,162$2,342,162

Women OwnedWomen Owned $5,854,537$5,854,537

Emerging Small BusinessEmerging Small Business $2,826,969$2,826,969



Medium ProjectsMedium Projects

Less than $1 millionLess than $1 millionRetainer Contract Projects (15-20 annually)Retainer Contract Projects (15-20 annually) Roofing – 3-4 per summerRoofing – 3-4 per summer Exterior Renovation/RestorationExterior Renovation/Restoration

1 major + 1-2 Minor annually1 major + 1-2 Minor annually Interior RenovationsInterior Renovations

Classrooms 2-3 per yearClassrooms 2-3 per year Laboratories 2-4 per yearLaboratories 2-4 per year Misc. 3-5 per yearMisc. 3-5 per year

M/E/P UpgradesM/E/P Upgrades 2-3 per year2-3 per year

Capital Construction Capital Construction Projects Projects 2012&Beyond2012&Beyond

Large ProjectsLarge Projects

Allen Hall Addition and RenovationAllen Hall Addition and Renovation Lease Crutcher Lewis – CM/GCLease Crutcher Lewis – CM/GC Currently UnderwayCurrently Underway Bidding Data Center Package in late MarchBidding Data Center Package in late March

Straub Hall RenovationStraub Hall Renovation Fortis Construction – CM/GCFortis Construction – CM/GC In DesignIn Design Bidding Spring 2013Bidding Spring 2013

Summer 2014 or 2015 – Potential ProjectsSummer 2014 or 2015 – Potential Projects Student Recreation Center ExpansionStudent Recreation Center Expansion Student Union Renovation & ExpansionStudent Union Renovation & Expansion Chapman Hall RenovationChapman Hall Renovation Other Legislative RequestsOther Legislative Requests


Where to WatchWhere to Watch

OUS Procurement Website OUS Procurement Website http://www.ous.edu/bapp/bopps/

Retainer Contract ProjectsRetainer Contract Projects Direct Sub-trade contracting opportunitiesDirect Sub-trade contracting opportunities Bidding opportunities to Retainer GC’sBidding opportunities to Retainer GC’s

CM/GCCM/GC Sub-trade bid opportunitiesSub-trade bid opportunities


http://www.ous.edu/bapp/bopps/

UO Wrap-UpUO Wrap-Up

Please take a moment to visitPlease take a moment to visit: : http://pcs.uoregon.edu/content/feedback-request-http://pcs.uoregon.edu/content/feedback-request-new-vendor-registration-portalnew-vendor-registration-portal. .

UO Reverse Vendor Fair – February 2013UO Reverse Vendor Fair – February 2013

DOING BUSINESS WITH UO

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