UF Planning, Design & Construction

A Division of the University of Florida Business Affairs

April 3, 2014

2014 Annual Campus Continuing Services for Minor Projects

Selection of Construction Managers

Welcome, Intro, Purpose

UF PDC Overview Presentation

Selection Committee Introductions

Process ReviewDocuments Review

Open Discussion

IntroductionsMILES ALBERTSON, Director

Major Projects & Special ProgramsADAM BOUDREAUX, Assistant Director

Institute of Food & Agricultural SciencesMARK HILL, Director

Housing & Residence Education Facilities ManagementHAROLD BARRAND, Director

Minor Projects/University ArchitectGREGG CLARKE, Director of Operations

Physical Plant Division

Mercedes Bongiovanni, Purchasing ServicesBrian Barton, University Athletic AssociationJohn Madey, Computing & Network Services

Faylene Welcome, UF Small Business & Vendor Diversity

Projects (2012-2014)

$320,000,000 in major projects

PD&C: 400 minor projects totaling $61 mil

IFAS: 103 minor projects totaling $16 mil

Housing & ResEd: 75 projects totaling $45 mil

Current Projects• Dental Science Bldg. AHU/Roofing

Replacement• Communicore Basm’t Fire Code/Mechanical

Renovations• Wilmot Gardens Greenhouse• Vet Med Equine Performance Complex• Parking Garage Lighting Replacement• Pharmacy Jax Teaching Renovation

• Wauburg North Cypress Lodge• Norman Hall Renovations• Smathers Library Renovations• Sid Martin Biotech Mechanical Ren.• McCarty A Roof Replacement• HSC Ophthalmology Renovations• Veterinary Medicine Equine Arena• Veterinary Medicine Admin Suite• St. Augustine Rehabilitations• Weimer Hall Library Renovation• Matherly Hall English Language

Inst.

PDC Website, Processes, Contracts,

Standards

Great place for new firms to begin learning about us

UF-specific GT&C and non-tech specs (including

LEED, Cx)

Contracts are prescriptive and process-oriented, not

just a legal document to address problems …

tailored to project

All Policies are listed here (Project Management

Guides)

Design & Construction Standards

Sharepoint …

www.facilities.ufl.edu

UF Project Funding• DSOs – UAA, Housing, Business Services,

UFF Cash from revenue generation (sports venues,

e.g.)

Bonds repaid with fees (parking garages, dorms)

Private loans with debt service covered by

revenue streams

• Colleges and Departments PECO – pure State monies from utility taxes

Private Donor monies

CITF – monies from student fees

State & Federal Grants, Sponsored Research

Getting a Foot In The Door

• Hard Bid registration through Division

of Purchasing and advertisements

• “Minor-Minor” contracts under $200k

• Minor project continuing services

contracts (more on that later)

• Business Affairs Mentor/Protégé

program

Annual Selection at UFCONTINUING SERVICES

CONTRACTS• Primary means for Design/Construction/Cx of Minor Projects

• $122M in Minor Projects, 2012-2013, for E&G, HSC, IFAS, Housing

• Reciprocal use with other State entities

• Selection in Spring 2014 for one year plus two one-year renewals

(10) Const. Managers (incl. 2 Small Bus. & 2 Small Emerging Bus.)(8) Architects (incl. 2 Small Bus. & 1 Small Emerging Bus.)

(2) Architect Planners(8) MEPFP Engineers (incl. 2 Small Bus. & 1 Small Emerging Bus.)

(3) Civil Engineers(3) Environmental Engineers

(3) Landscape Architects(2) Surveyors

(2) Structural Engineers(2) Commissioning Consultants

(2) High-Voltage Electrical Engineers

Annual Continuing Contracts Selection

Process at UF(A/E, CM, Surveyor, Cx)

• Two-step, qualifications-based process• Committee structure provides balance• Emphasis is on team of proposed

individuals• Typical criteria:

– proposed staffing– building type experience– UF or other higher education experience– methodology & approach to multiple

aspects

Annual Selection at UF

Annual Selection at UFSchedule

• Advertise in FAW and FP&C Website (30 days) March 5, 2014

• Non-mandatory preproposal meeting (s) April 3• Questions tendered in writing (e.mail sufficient) by 5:00 pm on

Friday, April 4, 2014, will be answered by addendum by 5:00 pm on Monday, April 7, 2014.

• Receipt of proposals April 10• Review leading to shortlist Apr 10 –

May 4• Shortlist meeting (235 Stadium) May 5• Issuance of Supplemental Fact Sheet May 7• Interviews (including selection recommendations) May 19 –

May 23• (235 Stadium, 8am – 5pm daily)• Contracts reviews and signature process May 27 –

July 1

Annual Selection at UFPROPOSAL TIPS & SUGGESTIONS

• Tailor to UF and to the questions asked in the QS

Instructions

• Due diligence, homework, project type review, etc.

• Cover letter explaining benefits of selecting your firm

• Highlight staff/team experience, not just firms’

• Pay attention to 5 most relevant projects

• Legible, complete, accurate information

• Include before & after photos for renovation projects

• Contact PM re: questions … but only after reading

instructions

• Do not contact user group, other selection committee

members

• Proofread / QC and sign proposals!

• Don’t contact PM looking for results

Annual Selection at UFPROPOSAL DOCUMENTATION

• FAW Advertisement• CM Fact Sheet

• CMQS Instructions• CMQS 0• CMQS 2

Annual Selection at UFINTERVIEW TIPS &

SUGGESTIONS• Follow instructions … prescriptive and timed for a

reason

• Recognize project-specific factors & requirements

• Don’t bring non-participants … but don’t omit key

players

• Utilize time efficiently

• Utilize appropriate technology to demonstrate your

capabilities

• No team member substitutions w/o prior written notice

• Don’t let 1-2 people dominate … we want to hear from

team

• Answer questions honestly

Questions?

www.facilities.ufl.edu