Contracts and Forms

New Forms and Documents

1. Certifications and Statutory Requirements form: Required to be submitted for all Vendors and their subcontractors.
   • Review checklist for Certifications and Statutory Requirements form.
2. Financial Disclosures and Conflicts of Interest form: Required to be submitted for all Vendors and their subcontractors.
   • Guidance document for Financial Disclosures and Conflicts of Interest form.
3. Request for Professional Services Qualifications (QBS): Standard document that is used for advertisement on the Illinois Public Higher Education Procurement Bulletin website.
4. Request for Professional Services Qualifications (QBS) — CDB Only
5. Electronic File Naming Convention: Required for all documents being submitted to the University in PDF format.
6. Planner/Project Manager Checklist: Checklist to aid in verifying all steps are complete in the process.
7. Conflict of Interest Procedure: Contact information if a conflict is identified.
8. PreBid Meeting Package Information:
   Information to provide to vendors at pre-bid meeting:
   1. Good Faith Effort Guidelines
9. Capital Procurement Summary: A high level overview of the requirements and compile the guides, checklists, procedures and training documents related to capital that have been drafted to assist in the changes in the procurement process that went into effect in 2010
10. Subvendor Documentation: PRZM Submission Process Job Aid.

Sample Standard Contracts, Forms and Procedures

1. Notice of Contract for Professional Services - Standard form to be used for posting award for when a Professional Services Consultant selection has been approved by the Board of Trustees.
2. Notice of Contract Award - Standard form to be used for posting award for when a Construction Contract is awarded.
3. Professional Services Agreement: Copy of the standard Professional Services Agreement where project specific information is entered into the document in UPSIDE. The terms and conditions for the agreement are typical for most projects.
   1. Sample Letter - Notice of Award Professional Services Consultant
4. Professional Services Agreement - Construction Manager: Copy of the standard Professional Services Agreement for Construction Manager where project specific information is entered into the document in UPSIDE. The terms and conditions for the agreement are typical for most projects that use a construction manager.
5. Professional Services Small Project Agreement: Copy of the standard Professional Services Small Project Agreement where project specific information is entered into the document in UPSIDE. The terms and conditions for the agreement are typical for most projects.
6. Professional Services Consultant Evaluation Forms: Standard evaluation forms used as part of the QBS Policy requirements.
   1. Preconstruction Phase Evaluation (Required): Completed at the end of Bidding and Award Phase.
   2. Construction Phase Evaluation (Required): Completed at the end of Substantial Completion.
   3. Conceptualization Phase Evaluation (Required): Completed at the end of a Conceptualization Phase contract including Masterplans and Feasibility studies.
   4. Retainer Evaluation (Required): Completed prior to renewal or completion of a Retainer PSC Contract.
   5. Design Phase Evaluation (Optional): May be completed at the end of Schematic Design, Design Development and/or Construction Documents Phases.
   6. Post Construction Phase Evaluation (Optional): May be completed at the end of the Warranty Phase when all contractual responsibilities are complete.

Specifications - Standard Front End Documents
(CSI MasterFormat 2004)

1. Section 00 10 00S – Notice to Bidders (Single Contract)
2. Section 00 10 00M – Notice to Bidders (Multiple Contract)
3. Section 00 20 00 – General Instructions to Bidders
4. Section 00 30 00 – General Diversity and Veteran Goal Participation Documentation
5. Section 00 40 00S – Proposal (Single Contract)
6. Section 00 40 00M – Proposal (Multiple Contract)
7. Section 00 46 00 – Prequalification Statement
8. Section 00 50 00S – Standard Contract Execution Forms (Single)
9. Section 00 50 00M – Standard Contract Execution Forms (Multiple)
10. Section 00 60 00S – Standard Contract Administration Forms (Single)
    [Forms in this section are interactive unless otherwise noted.]
    • Index to the Standard Contract Administration Forms
    • Contractor's Schedule of Values
    • Payment Application: Part IA – Payment Certificate for Contractor without Assigned Subcontractor
    • Contractor's Payment Application: Part II – Schedule of Work
    • Contractor's Payment Application: Part III – Affidavit and Partial Lien Waiver
    • Contractor's Payment Application: Part IV – Employee Utilization Report
    • Construction Contract Change Order for Contractor (no assignment)
    • Emergency Work Authorization (EWA) / Field Directive (FD)
    • Contractor's Affidavit for Reduction in Retainage
    • Contractor's Affidavit for Final Payment
    • Contractor's Final Release and Waiver of Lien
    • Final Release and Waiver of Lien for Subcontractors/Vendors/Suppliers
    • Certificate of Substantial Completion
    • Certificate of Partial Substantial Completion
    • Contractor/Subcontractor Request for Proposal Breakdown Summary
    • Professional Services Billing Form
11. Section 00 60 00M – Standard Contract Administration Forms (Multiple)
    [Forms in this section are interactive unless otherwise noted.]
    • Index to the Standard Contract Administration Forms
    • Contractor's Schedule of Values
    • Payment Application: Part I – Payment Certificate
    • Contractor's Payment Application: Part II – Schedule of Work
    • Contractor's Payment Application: Part III – Affidavit and Partial Lien Waiver
    • Contractor's Payment Application: Part IV – Employee Utilization Report
    • Construction Contract Change Order for Contractor (assignment)
    • Emergency Work Authorization (EWA) / Field Directive (FD)
    • Contractor's Affidavit for Reduction in Retainage
    • Contractor's Affidavit for Final Payment
    • Contractor's Final Release and Waiver of Lien
    • Final Release and Waiver of Lien for Subcontractors/Vendors/Suppliers
    • Certificate of Substantial Completion
    • Certificate of Partial Substantial Completion
    • Contractor/Subcontractor Request for Proposal Breakdown Summary
    • Professional Services Billing Form
12. Section 00 70 00 – General Conditions
13. Section 00 90 00 – Addenda and Modifications