Transcript Higher Ed Project Management

UF Planning, Design &
Construction
A Division of the University of Florida Business Affairs
2014 Annual Campus Continuing
Services for Minor Projects
Selection of Professionals
April 3, 2014
Welcome, Intro, Purpose
• UF PDC Overview Presentation
• Selection Committee
Introductions
• Process Review
• Documents Review
• Open Discussion
Introductions
MILES ALBERTSON, Director
Major Projects & Special Programs
ADAM BOUDREAUX, Assistant Director
Institute of Food & Agricultural Sciences
MARK HILL, Director
Housing & Residence Education Facilities Management
HAROLD BARRAND, Director
Minor Projects/University Architect
GREGG CLARKE, Director of Operations
Physical Plant Division
Mercedes Bongiovanni, Purchasing Services
Brian Barton, University Athletic Association
John 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
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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
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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
www.facilities.ufl.edu
 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 …
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 UF
CONTINUING 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)
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Two-step, qualifications-based process
Committee structure provides balance
Emphasis is on team of proposed individuals
Typical criteria:
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proposed staffing
building type experience
UF or other higher education experience
methodology & approach to multiple aspects
Annual Selection at UF
Shortlist
Interview
Approval
& Award
•Advertise + Post to Website
•Forms, Other Info to Website
•Receive Proposals
•Meet, Deliberate, Rank
•Notification & De-Briefs
•Supplemental Fact Sheet info
•Pre-Interview Meetings
•Formal Interviews
•Deliberate & Rank, Recommend Awards
•VP Approval
•Notification & De-Briefs
•Contract Finalization & Execution
•Individual Project Fee Proposal & Negotiation
Annual Selection at UF
Schedule
• 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
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(235 Stadium, 8am – 5pm daily)
• Contracts reviews and signature process
May 27 – July 1
Annual Selection at UF
PROPOSAL 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 UF
PROPOSAL DOCUMENTATION
• FAW Advertisement
• AE Fact Sheet
• PQS Instructions
• PQS 0
• PQS 1 & 2
• PQS 3
Annual Selection at UF
INTERVIEW 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