Changes to Documents, Systems, and Policies
The following changes have been made as a result of University of Illinois System initiatives:
CONTRACTS+ Document Changes
- Updates made to all Front End documents:
- The Single Prime Front End document previously removed open or blank Divisions of Work from the 00 40 00 document. Bidding information now only required for Divisions 1 through 5 on the Single Prime bid form.
- Added following language to all Front End documents (Multiple, Single, and Single Prime) DOCUMENT 00 70 00, Article 9 – Inspections and Certifications of Completion, “9.1.A. Special Inspections. When required in any technical section of the Project Manual, the Contractor shall hire Special Inspectors to carry out the specified inspections. Special Inspectors (IBC Chapter 17), as hired by the contractor, must be qualified, objective, competent, and independent from the contractor responsible for the work being inspected; the special inspectors selected shall always maintain the ability to avoid a conflict of interest and the ability to reject work where appropriate to protect life safety, health, and welfare. The Owner shall be provided the opportunity to review the qualifications and reject a firm should any qualifications, objectivity, competency, or independence be in question. Contractor shall provide advanced notification of site visits for special inspections to the Owner's Representatives and Professional Services Consultant (PSC). Test reports for special inspections shall be submitted directly from the Contractor's hired special inspection firm as a construction submittal to the Owner, PSC, and Contractor.”
- Updates made to the PSA QBS, PSA RFP, and CM RFP advertisement documents:
- Minimum Qualifications, Item 1.:
- PSA QBS document updated with "...as an A/E at time of Professional Services Consultant Submittal."
- PSA RFP document updated with "...as an A/E at time of proposal, if proposal includes services by an Architect, Engineer, or Land Surveyor...".
- CM RFP document updated with "...as a Construction Manager at time of proposal."
- Minimum Qualifications, Item 2.:
- PSA QBS document updated with “…at time of Professional Services Consultant Submittal.”.
- PSA RFP and CM RFP documents updated with “…at time of proposal, if proposal includes services by an Architect, Engineer, or Land Surveyor.”.
- Minimum Qualifications, Item 3.:
- PSA QBS document updated with “…at time of Professional Services Consultant Submittal.”.
- PSA RFP and CM RFP documents updated with “…at time of proposal.”./li>
- Added the following text to the “Submission and Opening of Qualifications Statement” for CM RFP and PSA RFP, and added to item 2 of the “C. Submittal Information:” for the PSA QBS: “Please consider the environment when creating the hard copy packet. A packet printed two-sided on plain white paper without the use of plastic cover and divider pages bound with a staple or a metal spiral binding coil are preferred, for thicker submittals, metal brads are preferred over plastic binding.”
- Help text added to Bid Advertisement document “When an Alternate Clause is not taken, remember to remove extra line spacing(s) where applicable.”
- Updated Construction Agreement documents (No Assignment, Single Prime, With Assignment, Assigned Subcontractor) first page help text for “Contracts+ Document Submittal Requirements”, with the following language: “Submission of BOT required Project Construction Sign to and review by the BOT Office and UOCP for projects requiring BOT Approval for Project, Budget, and/or Contracts”. Help text on this page identifies documents required to be submitted prior to posting Award on the Illinois Procurement Bulletin.
- Updated Donor Construction Agreement document to include a first page help text for “Contracts+ Document Submittal Requirements”. Donor Construction Agreement includes a submission requirement for the Project Construction Sign. See note 4. Help text identifies documents required to be submitted prior to posting Announcement of an Exempt Purchase on the Illinois Procurement Bulletin.
PRZM Changes
- No changes.
FCPWeb Changes
- No changes.
VSA - CAPS Changes
- Updated language in Contractor Annual Prequalification submission requirements (vendor view) Section 7: Performance Bond and Payment Bond, 7.1 Surety Information, to include the following language. “Please also attach the Power of Attorney document (executed within 30 days of submission) along with Surety Bonding letter attachment.”.
- Updated language in Contractor Annual Prequalification – Prequalification Detail Screen, Item “3 Vendor Certification” from “MBE/WBE Status of Contractor?” to “CEI Certified BEP/VBP Status of Contractor?”.
PSP Changes
- Updated Initial Evaluation - Minimum Qualification tab text for all PSP project types, per updates identified above in “Contracts + Documents Changes” Items 2a, 2b, and 2c.
Kahua Changes
- Created a new reference guide documenting the closeout process in Kahua. The document can be found with other Kahua training documents on the UOCP website. The Phase Gate App is available in Kahua and contains project and financial closeout checklists specific to each university.
- Provided integration between Kahua and Codebook to automatically update the Department list in Kahua based on Department changes processed and approved in Codebook.
- In Budget Approval, updated workflow so that the PM approval is skipped if the budget was created by the PM. If the budget is created by an Assistant PM, then it would go to the PM for approval.
Policies, Website, and other Changes
- Created a guide/checklist for information to be included in a standard PSC Bid Evaluation Recommendation Letter. UOCP shared with CCUs in October for their use.
- Previously updated “Input Worksheet (Contracts+)” document found on UOCP website “Interactive Forms” to include references for “Kahua – Professional Services Activity Codes” and for “Kahua – Activity Code List”.
- Previously updated UOCP website, VSA training Job Aid “Getting Started – Contractor Annual Prequalification System (CAPS)” document to correctly identify UIC - Ive Medina’s phone number.
- Updated UOCP website Contracts+ Job Aid document “Required Documents before Submitting a Contract in Contracts +” (Training tab) to include information discussed above in “Contracts + Document Changes”, Items 4 and 5.
- Updated UOCP website VSA job aid for “Getting Started-Contractor Annual Prequalification System (CAPS)” to include the following text within Necessary Information section: “Performance and Payment Bond Surety information with the surety’s A.M. Best rating and Power of Attorney executed within 30 days of submission.”
Contact
If you have any questions, please contact Mark Ramsey.