CONSTRUCTION PROJECT PROCEDURES TABLE OF - …physicalplant.tamucc.edu/pdf/construction/SOP.pdf · CONSTRUCTION PROJECT PROCEDURES TABLE OF CONTENTS ... CONSTRUCTION PROJECTS

FACILITIES SERVICES PLANNING & CONSTRUCTION DEPARTMENT STANDARD OPERATING PROCEDURES (SOP)

PURCHASE ORDERS/PROJECT PACKAGES and CONSTRUCTION DOCUMENTS

Page | 1 NOTE: EVPFA = Executive Vice President of Finance & Administration 02-28-12 FS = Facilities Services P&C = Planning & Construction Department PD= Procurement & Disbursement AP = Accounts Payable EH&S = Environmental Health&Safety

CONSTRUCTION PROJECT PROCEDURES

TABLE OF CONTENTS

ITEMS REQUIRING CUSTOMER ACTION…………………………………….Page 2 I. CONSTRUCTION PROJECTS ($50,000.01 and Over) – FORMAL…..Page 2 II. CONSTRUCTINO PROJECTS ($50,000.01 and Over) – JOC/Co-op..Page 5 III. CONTRUCTION PROJECTS ($25,000.01 - $50,000) – INFORMAL...Page 7 IV. CONSTRUCTION PROJECTS ($5,000.01 to $25,000) – SPOT

PURCHASE……………………………………………………………………………….Page 10 V. CONSTRUCTION PROJECTS LESS THAN $5,000 – LIMITED PO…….Page 11 VI. PROCEDURES AFTER WORK HAS COMMENCED ON PROJECT –

APPLIES TO ALL PROJECTS, REGARDLESS OF DOLLAR VALUE…….Page 12 VII. PROCEDURES AFTER PROJECT COMPLETION…………………………….Page 14 VIII. DOCUMENT CHECKLIST FOR PLANNING & CONSTRUCTION PROJECT FILE……………………………………………………………………………Page 15 XI. LIST OF CONSTRUCTION FORMS………………………………………………Page 16 All purchases shall abide by The Texas A&M System Uniform General and Supplementary Conditions, Supplemental General Conditions, and Bid Terms & Conditions, regardless of whether awarded as competitive bid, JOC, Co-op, or to vendor recommended by Department. Wording to this effect shall be included on all scopes of work/bid requests/bid solicitations/purchase orders/contracts, with online links.




ITEMS REQUIRING CUSTOMER ACTION

1. Submit FMR to EVPFA for Space Management approval 2. Meet with Planning & Construction to discuss project, if required, as determined by

Planning & Construction. 3. Receive and return approved Scope of Work with authorized signature, date, and

account number 4. Receive and return Estimate Approval with authorized signature, date, and account

number 5. Submit Work Order for Move-Out/Move-In, if required, to Facilities Services Grounds

Manager 6. Submit Work Order for Telecom, Data, Transfers, if required, to Telecom Help Desk. 7. Attend Final Inspection of project with Planning & Construction.

I. CONSTRUCTION PROJECTS ($50,000.01 and Over) – FORMAL)

PROCEDURES FROM FMR TO NOTICE TO PROCEED

1. CUSTOMER submits FMR to EVPFA for Space Management approval. 2. FMR is then routed to FS Director for signature and will then be routed to P&C. 3. P&C enters as project into TMA and project number is assigned. 4. P&C meets with CUSTOMER to discuss scope of work

A. Parameters of work and design for the proposed project are established by CUSTOMER B. P&C will review FMR & CUSTOMER’s parameters and design to determine if the project

will be processed through a JOC/Cooperative vendor or officially bid out by the Purchasing Department or accomplished by in-house staff. No furniture/supplies or items of that nature shall be included in any FMR routed to P&C.

C. P&C prepares Scope of Work and submits to CUSTOMER for approval and signature. Scope of Work shall NOT include work involved with CUSTOMER move-out/move-in. Upon receipt of signed, approved Scope of Work, P&C will prepare construction documents as required, and obtain estimates.

D. Estimate Approval will be submitted to CUSTOMER for approval. Estimate Approval shall include costs for Telecom, Data, Transfers, but CUSTOMER is responsible for submitting Work Order for these items. Estimate Approval shall not include costs for Move-out/Move-in fees – CUSTOMER is responsible for these fees and submitting Work Order for this item.

E. Bid Tabulation will be prepared and approved and signed by P&C Assistant Director and FS Director and submitted to PD Buyer, with copy retained in project file.

F. All required State documents, registrations, testing will be submitted by P&C, with copies retained in project file.

5. Construction Documents, Bid or Proposal Process, and Award Process by formal Invitation for




Bid (IFB) or Competitive Sealed Proposal(CSP) A. P&C will provide preparation of construction documents/drawing specifications or will

determine if Architect & Engineer (A/E) should be selected to provide same. B. If A/E are to be utilized, these procedures will be followed:

i. A/E will be chosen from master list of pre-approved architects/engineers. ii. Meeting will be scheduled with A/E to discuss project, budget, and certification requirements. iii. A/E will provide estimate proposal to be approved by FS Director & P&C Assistant

Director. iv. Job Order will be issued by P&C to A/E for signature and return to P&C. Job Order will

then be routed to FS Purchasing Specialist with estimate proposal. FS Purchasing Specialist will enter into FAMIS to create requisition number (R#) to

encumber funds. FS Purchasing Specialist will scan all documents and route to PD Buyer, retaining a copy for their files. PD Buyer will route Job Order to proper departments for additional signatures as required.

v. PD will issue Purchase Order to A/E, with copies to FS Purchasing Specialist and P&C. vi. A/E will be responsible for providing sealed drawings and sealed specifications and

will conduct all inspections and registrations and provide all requirements as outlined in A/E contract.

C. FS Purchasing Specialist will create a requisition in FAMIS to encumber funds for the project. i. Upon receipt of requisition, PD Buyer will assign Bid #. PD Buyer will then meet with

P&C to determine Mandatory Attendance Pre-Bid Date/Time (if applicable), and Bid Opening Date/Time.

ii. P&C will create a limited purchase order for advertising in the Corpus Christi Caller Times and, if applicable, a Vendor List Recommendation. Ad must run for two consecutive Sundays.

iii. P&C will submit general scope of work, plans, and detail division/specification sheets for Purchasing to insert into bid package.

iv. P&C reviews printed bid package for accuracy, completeness and approves final bid package for PD Buyer to release.

v. PD submits bid notification letter to interested vendors and to Plan Rooms along with posting legal ad in CC Caller Times. There will be a minimum of 21 days from issuance of bid notification letter to date of bid opening.

vi. Once request from VENDOR for bid package is received, PD Buyer will either electronically deliver or make available for vendor to pick up at purchasing office, with VENDOR’s plan deposit being retained by PD BUYER, if required by bid documents.

D. Mandatory Attendance Pre-Bid Meeting (if required – see Item C.i. above) i. P&C determines if meeting is to be held or not.

ii. PD conducts Pre-Bid Meeting along with P&C and A/E, if any. iii. P&C conducts Job Site Walk-Through, if applicable iv. PD creates Addenda once P&C answers all questions/clarifications submitted (if

required). All questions and answers must be coordinated by PD – P&C is not to talk directly to vendors in regards to questions or answers being submitted.




v. PD distributes Addenda to vendors and Plan Rooms E. Bid Opening: Invitation for Bid (IFB):

i. Sign in Sheet requesting vendor representative name, address, and phone/fax numbers/e-mail address.

ii. Review of required documentation (HUB) documentation, and Bid Guaranty (certified or cashier’s check or bid bond on TAMUS Form C-2), and Certificate of Good Standing.

iii. Bids are opened publicly and read aloud by PD at bid opening. iv. PD Buyer to submit hand-written Bid Tab to P&C for inclusion in project file. v. Apparent Low Bidder information form submitted to the apparent low bidder by

PD at bid opening for return from VENDOR within 5 business days from bid opening. vi. Apparent Low Bidder submits 2 complete copies of documentation to

PD Buyer. P&C receives one complete copy; PD Buyer retains one complete copy. vii. P&C conducts vendor reference checks within 5 business days, if applicable.

viii. Vendor Financial Statements submitted to Comptroller for review and approval, if applicable. Comptroller to provide written approval to P&C within 5 business days for inclusion in project file. Vendor financial statements to remain under Comptroller’s custody.

ix. PD-HUB Coordinator reviews HUB Subcontracting Plan for projects over $100,000 F. If Competitive Sealed Proposal (CSP):

i. Sign in Sheet requesting vendor representative name, address, and phone/fax numbers/e-mail address.

ii. Proposals are opening publicly by PD. Only information read aloud is name of proposer and the names of documents received.

iii. Review of required documentation (HUB) documentation, and Bid Guaranty (certified or cashier’s check or bid bond on TAMUS Form C-2), and Certificate of Good Standing.

iv. All Competitive Sealed Bids to include one (1) original and four (4) complete copies of documentation requested in CSP to PD. PD shall distribute copies to Review Committee. Review Committee shall meet and evaluate CSB documentation within 10 business days of receipt CSB’s. Selection of VENDOR shall be made at this time.

v. VENDORs shall be notified by PD of selection within 5 business days of Review Committee’s evaluation and selection

G. Official Bid Tabulation for Invitation for Bid (IFB) i. PD shall type and fax to P&C for approval/signature by P&C and FS Director.

ii. P&C shall return to PD for execution of final contract. H. Award Letter 1 for IFB or CSP – PD Buyer issues Award Letter 1 which notifies the vendor

of contract award and additional requirements to be fulfilled by vendor. i. Includes two (2) original contracts for vendor to execute and return to PD Buyer with

Payment Bond, Performance Bond, and Certificate of Insurance, and Construction Progress Schedule.

ii. Upon receipt of approved/signed contracts from vendor, they are submitted to TAMUCC officials for execution:

-Director of Contracts




-Facilities Services Director -Executive Vice President for Finance & Administration (up to $350,000) -President (over $350,000)

iii. Contract routed for signature approval to P&C and returned to PD Buyer. iv. P&C to issue Site Safety Plan to EH&S for sign-off, and will then be routed back to P&C

within 2 business days for inclusion in project file. I. Award Letter 2 for IFB or CSP – PD Buyer issues Purchase Order upon receipt of fully

executed contract and issues Award Letter 2, to be sent to VENDOR with one fully executed contract, VENDOR’s certified check or Bid Bond, Tax Exempt Certificate (one original fully executed contract to be kept in P&C project file, along with copies of above items. Copy is kept in PD Buyer file).

J. Notice to Proceed issued to VENDOR by PD Buyer i. Notice to proceed is to allow vendor maximum of 10 calendar days to proceed with

project. ii. Notice to proceed must include project completion time. P&C to notify CUSTOMER of

intended start date. P & C to remind CUSTOMER of any pre-construction requirements they must fulfill. Request return acknowledgement from CUSTOMER that they are prepared for work to commence on intended start date.

iii. PD Buyer to route complete copies to P&C (includes Bid and Legal Ad Summary Report and official Contract) for inclusion in project file.

iv. Notice to Proceed shall not be issued without receipt of Construction Progress Schedule and valid insurance certificate.

v. No project is to commence without written Notice to Proceed being issued. K. Notify CUSTOMER of intended start date.

i. Remind CUSTOMER of any pre-construction requirements they must fulfill. ii. Request return acknowledgement from CUSTOMER that they are prepared for work to

commence on intended start date. L. P&C will submit Campus Announcements for any utility shut-offs (48-hour notice), work

schedules, closed-off campus areas (48-hour notice), recommended entrances to buildings/areas under construction.

II. CONSTRUCTION PROJECTS ($50,000.01 and Over) – Utilizing JOC/Co-Op Vendor

PROCEDURES FROM FMR TO NOTICE TO PROCEED

1. CUSTOMER submits FMR to EVPFA for Space Management approval. 2. FMR is then routed to FS Director for signature and will then be routed to P&C. 3. P&C enters as project into TMA and project number is assigned. 4. P&C meets with CUSTOMER to discuss scope of work

A. Parameters of work and design for the proposed project are established by CUSTOMER




B. P&C will review FMR & CUSTOMER’s parameters and design to determine if the project will be processed through a JOC/Cooperative vendor or officially bid out by the Purchasing Department or accomplished by in-house staff. No furniture/supplies or items of that nature shall be included in any FMR routed to P&C.

C. P&C prepares Scope of Work and submits to CUSTOMER for approval and signature. Scope of Work shall NOT include work involved with CUSTOMER move-out/move-in. Upon receipt of signed, approved Scope of Work, P&C will prepare construction documents as required, and obtain estimate from JOC/Co-op VENDOR.

D. Estimate Approval will be submitted to CUSTOMER for approval. Estimate Approval shall include costs for Telecom, Data, Transfers, but CUSTOMER is responsible for submitting Work Order for these items. Estimate Approval shall not include costs for Move-out/Move-in fees – CUSTOMER is responsible for these fees and submitting Work Order for this item.

E. All required State documents, registrations, testing will be submitted by P&C, with copies retained in project file.

5. Construction Documents, Estimate, and Award Processes for JOC VENDOR A. P&C will select the VENDOR to use for project and submit scope of work, drawings, and

specifications, if any, which includes all Uniform General & Supplementary Conditions, Terms & Conditions, and Supplemental General Conditions, or online links. Once the JOC VENDOR is selected FS will not have another JOC submit cost estimate unless estimate received is over-budget.

B. Upon submittal of cost estimate from selected JOC VENDOR, P&C will review to determine if all bid documents are complete, along with review of pricing. Projects over $100,000 require HSP to be submitted prior to commencement of work and are to be approved by HUB Coordinator. Projects involving grant funding of over $100,000.00 must also be reviewed by Executive Vice President for Finance and Administration or Provost.

C. These bid documents may include cover sheet for total cost of job, R.S. Mean Line Item Sheets, Insurance Certificate, performance/payment bonds, as applicable, and TAMU-CC scope of work for project.

D. If clarifications or negotiation are needed, a meeting will be set up to discuss with JOC VENDOR. Changes to any line item will be notated on the R.S. Mean line item sheet and initialed by both parties. Any added charges also require R.S. Mean sheets. When the negotiation is complete, both parties will sign and date the last page of the R.S. Means estimate sheet.

E. P&C will submit all paperwork to FS Director for review and approval of project. Once approved, P&C will issue Job Order to VENDOR for signature. Upon receipt from VENDOR of signed Job Order, FS Director & FS Assistant Director of P&C will also sign, then it will be routed to FS Purchasing Specialist, with copy of Scope of Work, estimate received, bid invitation, the revised R.S. Means sheets, if applicable, that incorporates the negotiated changes (the revised estimate will be notated: “revised per negotiations on mm/dd/yyyy.”). FS Purchasing Specialist will enter into FAMIS to create the requisition number (R#) to encumber funds. FS Purchasing Specialist will scan all documents and route to PD Buyer, retaining a copy for their files. PD Buyer will route Job Order to proper departments for additional signatures, as required.




F. PD will review to verify all paperwork is complete and on the last page of the RS Means sheet that Coefficient, City Cost Index and any other applicable fee is correct per award through Cooperative terms & conditions. P&C is responsible for detail review of RS Mean’s line item sheets prior to submitting to purchasing. G. Purchasing will create a purchase order and if the project is over $100,000 will route all

documents to EVPFA, and if over $350,000, to the President, for approval. PD will issue purchase order to VENDOR, with copies to FS Purchasing Specialist and P&C.

H. Notice to Proceed issued to VENDOR by P&C. i. Notice to proceed is to allow vendor maximum of 10 calendar days to proceed

withproject. ii. Notice to proceed must include project completion time. P&C to notify CUSTOMER of

intended start date. P & C to remind CUSTOMER of any pre-construction requirements they must fulfill. Request return acknowledgement from CUSTOMER that they are prepared for work to commence on intended start date.



v. No project is to commence without written Notice to Proceed being issued. 6. Construction Documents, Estimate, and Award Processes for Cooperative Vendor

A. P&C will review the FMR to determine if the project will be processed through a cooperative VENDOR.

B. If P&C determines the project will be processed through a cooperative VENDOR, P&C will select the VENDOR to use for project and submit scope of work for cost estimate. Once the cooperative VENDOR is selected P&C will not have another co-op submit cost estimate unless cost exceeds budget.

C. Upon submittal of cost estimate from selected Cooperative vendor, P&C will review estimate to determine if complete along with review of pricing.

D. P&C will submit all paperwork to FS Director for review and approval of project. Once approved, the FS department will create a requisition in FAMIS to encumber the funds and submit all paperwork to Purchasing Department. This paperwork would include the Facility Planning & Construction Job Order form with signatures from vendor and FS.

E. P&C will distribute Pre-Construction Checklist to all applicable departments for signature. May be returned to P&C by return fax or via e-mail, with body of e-mail stating approval is being given for that department.

F. PD to review pricing for compliance with co-op pricing agreements with State of Texas (TXMAS, BuyBoard, TCPN).

G. PD will create a purchase order and submit to vendor, with a copy to P&C. H. P&C to issue Site Safety Plan to EH&S for sign-off, and will then be routed back to P&C

within 2 business days for inclusion in project file. I. Notice to Proceed issued to VENDOR by P&C.

i. Notice to proceed is to allow vendor maximum of 10 calendar days to proceed withproject.




ii. Notice to proceed must include project completion time. P&C to notify CUSTOMER of intended start date. P & C to remind CUSTOMER of any pre-construction requirements they must fulfill. Request return acknowledgement from CUSTOMER that they are prepared for work to commence on intended start date.



v. No project is to commence without written Notice to Proceed being issued. J. Notify CUSTOMER of intended start date.

i. Remind CUSTOMER of any pre-construction requirements they must fulfill. ii. Request return acknowledgement from CUSTOMER that they are prepared for work to

commence on intended start date. K. P&C will submit Campus Announcements for any utility shut-offs (48-hour notice), work

schedules, closed-off campus areas (48-hour notice), recommended entrances to buildings/areas under construction.

III. CONSTRUCTION PROJECTS $25,000.01 - $50,000.00 – INFORMAL

PROCEDURES UPON RECEIPT OF FMR THROUGH NOTICE TO PROCEED 1. CUSTOMER submits FMR to EVPFA for approval and then routed to P&C. 2. P&C enters as project into TMA 3. P&C meets with CUSTOMER to discuss scope of work 4. P&C writes scope of work and prepares drawings, if required, and submits to CUSTOMER for

approval. Bid Invitation is issued with scope of work and drawings. Pricing can be from JOC/Co-op VENDORS or bid out. Bids may be faxed or e-mailed, but must be received within time limits stated on Bid Invitation. A. Construction Documents, Estimate, and Award Processes, if utilizing JOC Vendor

i. FS will review the FMR to determine if the project will be processed through a JOC vendor ii. If FS determines the project will be processed through a JOC, P&C will select the vendor to

use for project and submit scope of work for cost estimate. Once the JOC vendor is selected P&C will not have another JOC submit cost estimate unless cost exceeds budget.

iii. Upon submittal of cost estimate from selected JOC, P&C will review estimate to determine if all bid documents are complete along with review of pricing. Bid documents referred to may include: cover sheet for total cost of job, RS Means line item sheets, and TAMU-CC scope of work for projects. If clarifications or negotiations are required, P&C will meet with VENDOR. Changes to any line item will be notated on the RSMEAN line item sheet and initialed by both parties. When negotiation is completed, both parties will sign and date the last page of the RS Means estimate sheet.




iv. P&C will submit all paperwork to FS Director for review and approval of project. Once approved, the FS department will create a requisition in FAMIS to encumber the funds and submit all paperwork to Purchasing Department. This paperwork would include the Facility Planning & Construction Job Order form with signatures from vendor and FS. At this time the revised RS Means sheets, if applicable will be generated that incorporates the negotiated changes and submitted for issuance of the purchase order. The revised estimate will be notated “revised per negotiations on mm/dd/yyyy”.

v. P&C will distribute Pre-Construction Checklist to all applicable departments for signature. May be returned to P&C by return fax or via e-mail, with body of e-mail stating approval is being given for that department.

vi. Purchasing will review to verify all paperwork is complete and on the last page of the RS Means sheet that Coefficient, City Cost Index and any other applicable fee is correct per award through Cooperative terms & conditions. FS is responsible for detail review of RS Mean’s line item sheets prior to submitting to purchasing.

vii. Purchasing will create a purchase order and submit to vendor with a copy to P&C. viii. P&C to issue Site Safety Plan to EH&S for sign-off, and will then be routed back to P&C

within 2 business days for inclusion in project file. B. Construction Documents, Estimate and Award Processes if Utilizing Cooperative Vendor

K. P&C will review the FMR to determine if the project will be processed through a Cooperative vendor.

L. If P&C determines the project will be processed through a cooperative vendor, P&C will select the vendor to use for project and submit scope of work for cost estimate. Once the Cooperative vendor is selected P&C will not have another Co-op submit cost estimate unless cost exceeds budget.

M. Upon submittal of cost estimate from selected Cooperative vendor, P&C will review estimate to determine if complete along with review of pricing.

N. P&C will submit all paperwork to FS Director for review and approval of project. Once approved, the FS department will create a requisition in FAMIS to encumber the funds and submit all paperwork to Purchasing Department. This paperwork would include the Facility Planning & Construction Job Order form with signatures from vendor and FS.

O. P&C will distribute Pre-Construction Checklist to all applicable departments for signature. May be returned to P&C by return fax or via e-mail, with body of e-mail stating approval is being given for that department.

P. PD to review pricing for compliance with co-op pricing agreements with State of Texas (TXMAS, BuyBoard, TCPN).

Q. PD will create a purchase order and submit to vendor, with a copy to P&C. R. P&C to issue Site Safety Plan to EH&S for sign-off, and will then be routed back to P&C

within 2 business days for inclusion in project file. C. Construction Documents, Estimate and Award Processes if Utilizing Informal Bid Invitation

i. P&C will review FMR to determine if the project will be processed by Bid Invitation. ii. P&C will prepare scope of work and if applicable, construction drawings/specifications,

along with the informal bid invitation form. iii. P&C to select vendors, with a minimum of two HUB’s.




iv. Informal bid requests may be either faxed or electronically submitted to VENDOR by P&C, with VENDOR having a minimum of three working days to respond to informal bid.

v. A bid tabulation will be prepared by P&C and vendors quotes will be reviewed for accuracy and completeness as compared to scope of work and drawings/specifications, if any. Any ‘no bid’ responses to be noted. If any questions arise, P&C will contact VENDOR for clarification. P&C will select VENDOR based on best value to the University or lowest complete bid received. FS Director and P&C Assistant Director to sign bid tab.

vi. P&C will prepare estimate approval and submit to CUSTOMER for return with signature and approval.

vii. Job Order will be issued by P&C to VENDOR for signature. Upon return by VENDOR, P&C to forward on to FS Purchase Specialist, along with back-up documents consisting of: scope of work, any drawings/specifications, bid tab, estimates, bid invitations.

viii. VENDOR to submit insurance certificate, bond(s), if applicable, schedule of values, and construction progress schedule to P&C upon receipt of Job Order. P&C to submit originals to PD Buyer, retaining copies for file.

ix. A requisition will be created by FS Purchasing Specialist to encumber funds in FAMIS, and routed to PD Buyer with all back-up documents, retaining copy for file.

x. P&C will distribute Pre-Construction Checklist to all applicable departments for signature. May be returned to P&C by return fax or via e-mail, with body of e-mail stating approval is being given for that department.

xi. PD Buyer will review and issue Purchase Order to VENDOR, with copies to FS Purchasing Specialist and P&C.

xii. Site Safety Plan is to be submitted by P&C to EH&S for approval signature, and will then be returned to P&C within 2 business days for inclusion in project file.

xiii. If PD does informal bids, a requisition must be submitted prior to informal bidding. PD to follow same procedures outlined above, with PD Buyer substituted for each time P&C appears.

5. Conduct any Asbestos/Lead Testing, if required. P&C to include report in project file. 6. Notice to Proceed – P&C to include copy in project file.

A. Notice to proceed is to allow vendor maximum of 10 calendar days to proceed with project. B. P&C will issue Notice to Proceed to Vendor. Must include project completion time. C. Notice to Proceed shall not be issued without receipt of Construction Progress Schedule and

valid insurance certificate and issuance of Purchase Order. D. No project is to commence without written Notice to Proceed being issued.

7. Notify CUSTOMER of intended start date. A. Remind CUSTOMER of any pre-construction requirements they must fulfill.

B. Request return acknowledgement from CUSTOMER that they are prepared for work to commence on intended start date.

8. P&C will submit Campus Announcements for any utility shut-offs (48-hour notice), work schedules, closed-off campus areas (48-hour notice), recommended entrances to buildings/areas under construction.




IV. CONSTRUCTION PROJECTS $5,000.01 to $25,000 (Spot Purchase) All purchases in excess of the authorized departmental purchase limit (over $5,000.00) shall be submitted as a requisition to the Department of Procurement and Disbursements. Departments may recommend a vendor for purchases from $5,001.00 to $25,000.00, as this level of procurement does not require competitive bids. Department should make a good faith effort to utilize HUB vendors or TIBH before recommendation of the vendor. Upon receipt of the purchase requisition, if a vendor is recommended, a purchase order will be processed. 1. FMR is submitted by CUSTOMER to EVPFA, and then routed to P&C. 2. P&C enters as project into TMA and project number is assigned. 3. P&C meets with CUSTOMER to discuss project, if required. 4. P&C to prepare scope of work and drawings/specifications, if required. Scope of work is submitted

to CUSTOMER for approval signature and return to P&C. 5. FS Director or Assistant Director P&C to determine VENDOR from whom to obtain estimate. 6. Scope of work and any drawings/specifications submitted to selected VENDOR for estimate. 7. P&C will prepare estimate approval and submit to CUSTOMER for return with approval signature. 8. Job Order will be issued by P&C to VENDOR for signature. Upon return by VENDOR, P&C to forward

on to FS Purchasing Specialist, along with back-up documents consisting of: scope of work, any drawings/specifications, VENDOR estimate.

9. VENDOR to submit insurance certificate, construction progress schedule, if applicable to P&C upon receipt of Job Order. P& C to submit originals to PD Buyer, retaining copies for file.

10. A requisition will be created by FS Purchasing Specialist to encumber funds in FAMIS, and routed to PD Buyer with all back-up documents, retaining copy for file.

11. P&C will distribute Pre-Construction Checklist to all applicable departments for signature. May be returned to P&C by return fax or via e-mail, with body of e-mail stating approval is being given for that department.

12. PD Buyer will review and issue Purchase Order to VENDOR, with copies to FS Purchasing Specialist and P&C.

13. P&C to issue Site Safety Plan to EH&S for sign-off, and will then be routed back to P&C within 2 business days for inclusion in project file.




16. Notify CUSTOMER of intended start date. A. Remind CUSTOMER of any pre-construction requirements they must fulfill. B. Request return acknowledgement from CUSTOMER that they are prepared for work to commence on intended start date.





V. CONSTRUCTION PROJECTS less than $5,000 < $5000.00 Limited Purchase Orders – FS Director must authorize. All Departments have received delegated authority to make purchases of equipment, supplies, and services within specified $5,000 limits (including freight and postage) for both local and state accounts. This limited authority was delegated to allow departments to expedite the purchase of items needed immediately without having to prepare a purchase requisition. 1. FMR is submitted by CUSTOMER to EVPFA, and then routed to P&C. 2. P&C enters as project into TMA and project number is assigned. 3. P&C meets with CUSTOMER to discuss project. 4. P&C to prepare scope of work and drawings, if required. Scope of work is submitted to CUSTOMER

for approval signature and return to P&C. 5. FS Director or Assistant Director P&C to determine VENDOR from whom to obtain estimate. 6. Scope of work and any drawings/specifications submitted to selected VENDOR for estimate. 7. P&C will prepare estimate approval and submit to CUSTOMER for return with approval signature. 8. P&C submits hand-written Requisition on pre-printed form, approved by FS Director and Assistant

Director of P&C, to FS Purchasing Specialist. FS Purchasing Specialist enters into FAMIS, issues “L”, and returns requisition with “L” number written on it to P&C. P&C will fax this directly to the VENDOR, requesting insurance certificate.

9. P&C to issue Site Safety Plan to EH&S for sign-off, and will then be routed back to P&C within 2 business days for inclusion in project file.




12. Notify CUSTOMER of intended start date. A. Remind CUSTOMER of any pre-construction requirements they must fulfill. B. Request return acknowledgement from CUSTOMER that they are prepared for work to commence on intended start date.





VI. PROCEDURES AFTER WORK HAS COMMENCED ON PROJECT – APPLIES TO ALL PROJECTS, REGARDLESS OF DOLLAR VALUE

1. Contract Administration

A. P&C to hold weekly progress meetings with VENDOR; include documentation in project file. B. P&C to ascertain that VENDOR’s required safety meetings are documented and are included in

project file. C. P&C to review monthly updated progress schedules (required if project value is over $50,000

and if project duration exceeds 14 calendar days). Confer with VENDOR on areas of concern and determine better course of action, if any.

D. P&C to document any defects or deficiencies and a letter or e-mail will be issued to the vendor describing these defects/deficiencies, including date required for resolution.

E. A copy of the letter will be submitted to PD for the project file for projects over $25,000.01. F. Insurance expiration notices for JOC’s, Contractor’s, Sub-contractors, and Co-operatives, if

applicable, will be generated and distributed by P&C, with copy to PD and Accounts Payable. G. No funds shall be disbursed to VENDOR until renewal certificate is received. PD and

Accounts Payable shall be notified by P&C upon receipt of renewal certificate for each VENDOR.

H. P&C to keep CUSTOMER informed via e-mail of progress on monthly basis. P&C to include copy in project file.

I. P&C to perform daily or weekly progress inspections – dependent upon project duration. Document on created form & save to project file. P&C to take photos and save to project file. P&C to follow up with VENDOR on any items requiring attention.

J. P&C will submit Campus Announcements for any utility shut-offs (48-hour notice), work schedules, closed-off campus areas (48-hour notice), recommended entrances to buildings/areas under construction.

2. Payment A. P&C will receive invoice for payment from VENDOR or invoice will be forwarded to P&C by AP or

FS Purchasing Specialist. B. P&C to perform on-site inspection that work being invoiced has been completed. C. P&C reviews invoice and submits payment form, with signatures of FS Director and FS Assistant

Director, along with Progress Assessment Report (if project is over $100,000), HUB Subcontracting Reports (if project is over $100,000), and invoice to FS Purchasing Specialist, retaining copy of all for project file.

i. If project is over $100,000, FS Purchasing Specialist will route to HUB Coordinator.

ii. If project is less than $100,000, or upon approval of HUB Coordinator, FS Purchasing Specialist will receive invoice into FAMIS and route to Accounts Payable.

iii. If project involves Fixed Assets, FS Purchasing Specialist must e-mail Property for adjustment to Fixed Assets prior to receiving invoice.

iv. Payment forms shall not be submitted to FS Purchasing Specialist if VENDOR insurance is not current – refer to Item V.1.G. above. Upon receipt of insurance renewal certificate, P&C will follow Procedures outlined in this section, V.2.C.1-3, above.




Payment forms shall not be submitted if updated monthly progress schedule has not been received by P&C by VENDOR.

3. Change Orders (if required) A. P&C issues a request for change order proposal to VENDOR for changes in Scope of Work

and Time. Change order requests must be issued with statement “All change orders executed by vendor must be returned to purchasing accompanied by bond rider from surety company agreeing to increase in amount of bond, if applicable.”

B. Change Order is created by P&C and submitted to FS Purchasing Specialist with scope of VENDOR’s proposal. FS Purchasing Specialist receives into FAMIS and routes to PD Buyer and is then routed to appropriate person, dependent on total amount of project NOT total amount of Change Order.

C. PD submits two (2) executed change orders and revised Purchase Order to the VENDOR for signature and submits copies to P&C. All change orders executed by vendor must be returned to PD accompanied by bond rider from surety company agreeing to increase in amount of bond (if applicable).

4. Substantial Completion P&C to conduct substantial completion inspection upon request of VENDOR and prepare pre-final punch list, along with any photos necessary. P&C to issue inspection report to VENDOR with notification that all items must be corrected within 7 calendar days. Warranty period to commence on date of substantial completion inspection.

5. Final Inspection P&C to conduct final inspection with CUSTOMER upon receipt of Final Inspection Request from VENDOR. Take photos as necessary. Perform any follow-up.

6. Close-out Documents P&C to request As-Built drawings and O&M’s from VENDOR, along with Consent of Surety to Final Payment, if bonded, Affidavit of Bills Paid, Certificate of Non-Use of Asbestos or Lead Containing Materials, and Warranty Letter from VENDOR. Utilize Close-Out Documents Form for this. Invoice for final payment will not be entered in system until all items requested are received.

7. Warranty Expiration & Tracking of Warranty & Insurance Expirations P&C to enter Warranty expiration date into TMA. Track expired warranties and expired insurance through Outlook Task Manager or My Tasks in TMA. P&C to issue list of projects with warranty expiration dates to FS Maintenance on monthly basis.

8. Final Payment After receipt of all articles referred to in Item V.6. above, P&C to issue final payment form to FS Purchasing Specialist for processing. Refer to Item V.2.C. for payment procedures. Retainage is held until project close-out is complete, and A&E approval is received, if applicable. A. Retainage is to be released within 30 days of project close-out, or default letter must be issued

to VENDOR stating reasons it has not been released and corrective measures VENDOR must accomplish for release of funds.

B. Projects under $100,000 will have retainage as required by P&C. C. P&C to notify PD to release or hold the retainage.

9. Project Completion Letter P&C to issue Project Completion Letter. Copy to be retained in Project File.




10. TMA Close-out TMA close-out to be performed by P&C

VII. PROCEDURES AFTER PROJECT COMPLETION 1. Conduct monthly review of insurance and warranty expirations through the TMA software. 2. Conduct one-year warranty inspection two weeks prior to expiration and issue warranty inspection letter with required repair items to VENDOR. 3. Provide notice to CUSTOMER & Maintenance Dept. via e-mail, with copy in project file, that warranty

period has expired and future repairs to be TAMU-CC responsibility. Also inform Maintenance of any items with extended warranties (example – roofing). Maintenance Dept. to be issued list of warranty expirations, updated monthly.




VIII. DOCUMENT CHECKLIST to be included in ALL Facilities Services Construction Project Package Files, regardless of dollar value

1. Facilities Modification Request, with Space Committee Approval, if required.

2. TMA for Project #

3. Scope of Work Approved by Customer with Account Number

4. Estimate Approved by Customer

5. Bid Tabulation

6. Scope of Work, Drawings, Specs

7. Pre-Construction Checklist, with approval signatures of required departments

8. Site Safety Plan, submitted and returned

9. Asbestos/Other Testing

10. Requisitions/Ltds/PO’s/CO’s 11. Informal/Formal Bid Docs/Work Orders/Job Orders

12. HUB Sub-contracting Plan

13. Insurance Certificates, with form indicating expirations

14. Bonds

15. Construction Progress Schedule and updates

16. Notice to Proceed

17. Gov. Reports/State Inspections TDLR

18. Correspondence

19. Submittals

20. Progress Inspection Reports/Photos

21. Payment Applications/Invoices

22. Substantial Completion Inspection and Pre-Final Punch List, as submitted to Vendor.

23. Final Inspection/Punch List/Photos – as necessary/Follow-up – as required

24. Link to electronic location for As Built Drawings and O&M Manuals

25. Consent of Surety to Final Payment on bonded projects, Affidavit of Bills Paid, and

Certificate of Non-Use of Asbestos or Lead Containing Building Materials

26. Projection Completion Letter Sent

27. TMA Closeout

28. Warranty Letter with Expiration Date listed on checklist

29. One Year Warranty Inspection/Follow up




IX. CONSTRUCTION FORMS 1. Facilities Modification Request

http://finance-and-administration.tamucc.edu/New_FMR.pdf 2. Scope of Work 3. Scope of Work to be Approved by Customer 4. Bid Invitation (Planning & Construction form –projects less than $50,000) 5. Bid Tabulation Form 6. Estimate Approval 7. Site Safety Plan

http://safety.tamucc.edu/uploads/Main/sitesafetyplan.pdf 8. TDLR Registration Form

http://www.license.state.tx.us/ab/forms/ab005.pdf 9. Requisition for Limited Purchase Order – Handwritten on Pre-Printed Form 10. Job Order Form

o Less than $25,000 o Greater than $25,000 o Greater than $100,000 o Greater than $350,000

11. Notice to Proceed 12. Uniform General & Supplementary Conditions

http://www.tamus.edu/assets/files/fpc/pdf/C-08-UGSC.pdf 13. Terms & Conditions

http://purchasing.tamucc.edu/Terms%20and%20Conditions.pdf 14. Supplemental Conditions Example

15. HUB Subcontracting Plan (HSP) http://www.window.state.tx.us/procurement/prog/hub/hub-

forms/HUBSubcontractingPlan.pdf 16. Prime Contractor Progress Assessment Report (PAR)

http://www.window.state.tx.us/procurement/prog/hub/hub-forms/progressassessmentrpt.xls)

17. Bonds – C-02 Bid Bond, C-06 Performance Bond, C-07 Payment Bond http://www.tamus.edu/home/SearchForm?Search=bid%20bond

18. Formal Low Bidder Form – to be issued by Purchasing Department 19. Award Letter 1 – to be issued by Purchasing Department 20. Award Letter 2 – to be issued by Purchasing Department 21 Tax Exempt Certificate – to be supplied to vendor by Purchasing or Accounts Payable 22. Pre-Construction Checklist 23. Emergency Justification Form 24. Sole Source Justification Form – Products

http://finance-and-administration.tamucc.edu/New_FMR.pdf

http://safety.tamucc.edu/uploads/Main/sitesafetyplan.pdf

http://www.license.state.tx.us/ab/forms/ab005.pdf

http://www.tamus.edu/assets/files/fpc/pdf/C-08-UGSC.pdf

http://purchasing.tamucc.edu/Terms%20and%20Conditions.pdf

http://www.window.state.tx.us/procurement/prog/hub/hub-forms/HUBSubcontractingPlan.pdf

http://www.window.state.tx.us/procurement/prog/hub/hub-forms/HUBSubcontractingPlan.pdf

http://www.window.state.tx.us/procurement/prog/hub/hub-forms/progressassessmentrpt.xls

http://www.window.state.tx.us/procurement/prog/hub/hub-forms/progressassessmentrpt.xls

http://www.tamus.edu/home/SearchForm?Search=bid%20bond




25. Sole Source Justification Form - Services 26. Pre-Bid Meeting Attendance Sheet – provided by Purchasing Department 27. Addendum Form – provided and issued by Purchasing Department 28. Nueces County Wage Rages 29. Invitation for Bid (IFB) – issued by Purchasing Department – Formal Bids 30. Competitive Sealed Proposal (CSP) – issued by Purchasing Department – Formal Bids 31. Contract Form – issued by Purchasing Department 32. Change Order Form

o Less than $5,000 o Greater than $5,000 o Greater than $100,000 o Greater than $200,000

33. Payment Forms 34. Architect/Engineer Work Order 35. Close-Out Documents Check List 36. Project Completion Report 37. Final Inspection Report 38. Project Folder Table of Contents 39. Insurance Expiration Dates for Project File