Transcript West Virginia University Construction Symposium

CONSTRUCTION DEFINED
“Construction services” is defined as any
construction, reconstruction, improvement,
alteration, repair, enlargement, painting, or
decorating of any building, road, bridge
other structure or property owned by or
located on property controlled by West
Virginia University.
CONTRACTOR DEFINED
A “contractor” is a person who
undertakes, offers to undertake, purports
to have the capacity to undertake, or
submits a bid for construction services in
exchange for compensation in any
capacity other than as an employee of
West Virginia University.
BIDDING
• Three primary requirements for bidding
– Under $25,000
– Over $25,000 and under $500,000
– Over $500,000
• Request for Bids are posted on the WVU
bid site
• http://wvubids.finance.wvu.edu
Open End BIDDING
• WVU Open End Task Order (OETO) up to
$500,000
• Small scale projects
• Most likely no contracted Architectural or
Engineering Design Services
• Form of Contract The American Institute of
Architecture (AIA) A-107-2007 with State of
West Virginia Supplemental Conditions
• PO issued referencing compliance with OETO
Contract Terms & Conditions
PRE-QUALIFICATION PROCESS
• How to qualify for the open end task order
• http://wvubids.finance.wvu.edu
• Questions may be directed to
Mark Stewart: (304) 293-8475
• Once paperwork is submitted it goes to a
review committee
REQUIRED INFORMATION
• Proposal Response Certificate
• No Debt Affidavit Statement
• Trade Category
• WV Business license
• Company organization chart
• Contractor’s license
• Worker’s Compensation
REQUIRED INFORMATION
• Business insurance certificate
• Bonding company information
• EMR Rating Certificate showing a rating
of 1.0 or less
EMR RATING
• Experience Modification Rating (EMR)
• Determined from annual losses paid in
insurance claims against data for all
employers in that classification
• Includes auto, liability and worker’s
compensation claims
• Premiums minimum are $5,000
• Industry Average is 1.0
• Based on last full three years
ADDITIONAL EVALUTATION
CRITERIA
• Occupational Safety & Health Administration
(OSHA) incident rating
• Citations received in last three years
• Current bonding capacity
• Judgment against bond
• In-house design capacity
• Firms qualifications
ADDITIONAL EVALUTATION
CRITERIA
• Past demonstrated experience in task area
• Number of years working in task area
• Experience in public sector construction
projects
• References
• Past work history with WVU
CONTRACTOR APPROVED
• Facilities sends approval to Procurement
• AIA A107-2007 Contract is prepared and
sent to Contractor, includes the State of
West Virginia Supplemental Conditions
• Contractor is provided access to the Open
End RFB’s
OPEN END BIDDING
• Projects Over $25,000 and Up to $500,000
• Only pre-qualified contractors may bid
• Bid time may be for short period
• All electronic process
• All Requests for Bids (RFBs) are posted to
the web site
OPEN END BIDDING
• Your proposal/bid is submitted
electronically
• No bid bond is required
• All bonds, insurance, licenses,
certifications and prevailing wages
required prior to award
OPEN END TASK ORDER
AWARD
• Bid results are posted to the bid site
• Bid is reviewed and accepted or rejected
• Accepted – Notice of Intent to Award
(NITA) is issued
• Have a maximum of 15 calendar days to
submit required documents
OPEN END TASK AWARD
• Contractor must provide the following:
• Proof of insurance which meets WVU
requirements
• Performance Bond
• Labor and Material Bond
• Maintenance Bond (if applicable)
• Copy of WV Contractor’s license
• City of Morgantown Contractor’s license
• Proof of Worker’s Compensation coverage
OPEN END TASK ORDER
AWARD CONT.
• Contractor Must Provide:
• Purchasing Affidavit
• Drug-Free Workplace Affidavit (Projects Over
$100,000)
• Copy of Contractor’s Alcohol & Drug Free
Workplace Plan (Projects Over $100,000)
• If applicable – State of WV Vendor
Registration & FIMS Registration
• Certified Payrolls are required to be
submitted on all projects
PREVAILING WAGES
WV Prevailing wage law applies to those
“employed by or on behalf of any public
authority engaged in the construction of
public improvements” (See W. Va. 21-5A-2)
PAYMENT PROCESS
• ALL invoices are to be submitted to
Purchasing, Contracts and Payment Services
(PCPS), PO Box 6024, Morgantown, WV
26506-6024
• OETO and Public Bid Contract (AIA) invoices
must be properly completed using the AIA
G701 and G702 Forms
• Invoice must include all Certified Payrolls
• Invoice will not be processed unless all
documentation is received with the invoice
PAYMENT PROCESS
• If Invoice is accepted it is sent to the
Facilities PM for approval of the work
• Once the PM has approved the work the
invoice is submitted for payment.
RETAINAGE
• Applications for payment
• 10% withheld on all invoices
• Retainage may be reduced to 5% when
project is 50% complete and reduction is
approved by PM
FINAL PAYMENT
• Contractor must notify PM and/or Architect
that work is ready for final inspection and
acceptance
• Architect or WVU Facilities must promptly
conduct inspection to determine if (“WORK
IS ACCEPTABLE AND CONTRACT
FULLY PERFORMED”)
FINAL PAYMENT
• Contractor must submit with request for final
payment:
• An Affidavit that payrolls, fills for materials and
equipment have been paid
• Certificate evidencing insurance (30 Days effect
after final payment)
• Consent of Surety
• Proof that all applicable State, Federal and Local
B&O taxes have been paid
• Any further documents specifically identified in
the contract documents, e.g. AS BUILTS
WARNINGS
• DO NOT work without a purchase order
• Can result in not being paid for work
performed
• DO NOT use P-Card for payment for
construction services
• Can result in not being paid for work
performed
WARNINGS
• Prevailing Wages
• All construction projects over $1 MUST pay
prevailing wages
• Certified Payrolls submitted with invoices
• Ethics
• Do things the right way
• Operate within State Code
WARNINGS
• Change Orders
• Only PM or Procurement can authorize a
change order
• DO NOT take direction from anyone but the
PM or Procurement
RECAP THRESHOLDS
• Monetary Thresholds
• Under $25,000 provide small construction
documentation
• Over $25,000 must be bid
• $25,000 to $500,000 bid using Open End
contracts
• Electronically Bid
• Over $500,000 advertised and publicly bid
• Sealed bids