University of Illinois System
U of I System Capital Updates - July 2024
Posted on 07/26/2024

Changes to Documents, Systems, and Policies

The following changes have been made as a result of University of Illinois System initiatives:

CONTRACTS + Document Changes

  1. Updated and reconfigured entire EPC Phase II RFP document. Changes mimicked RFPU23053 procurement, which reconfigured and streamlined information included, as well as removed duplication of statements throughout the RFP document.
  2. In April of 2024, updated all new Front End document types to include a statement in document 00 20 00 paragraph 6.3, per the Illinois Public Institutions of Higher Education Standard Procurement Rules Section 4.2050(C)(3) that “it is understood that the essential characteristics of any brand names included in these specifications, except in cases where a specific brand or manufacturer is explicitly required, are commonly known in the industry or trade. Bidder must notify PSC, before bidding, if they disagree with this understanding.”.
  3. In March of 2024, The Diversity Pre-Bid meeting template was revised to include a Single Prime option word narrative option.
  4. Updated all Ads and solicitation documents to include a revised address for where Protests must be sent.
  5. Updated Single Prime 00 40 00 Bidding Document, Item 6 BID PRICES, to replace Bid Prices entries to a table format. Divisions of Work Base Bid and Alternate Price entries other than the Single Prime bidder no longer require submissions in a narrative Word format and only require one bid amount that includes both Base Bid and Alternate Bids.
  6. C+ and Kahua Approval Thresholds have also been modified to meet the new revised Capital Authority Limits document which has been saved on the UOCP website within Policies and Laws for Faculty & Staff.
  7. Updated all Front-End Documents 00 10 00, Item 2.1.D Electronic Bid Opening, to include “Deadline for bidder Requests for Information (RFI) is 7 calendar days prior to Bid Opening date and time, unless otherwise specified.”.
  8. Updated all 00 40 00 Bidding Documents, Item 4. RECEIPT OF ADDENDA to add text after “The Bidder acknowledges receipt of the following addenda” to include “(include date identified on Addenda document):”.
  9. Updated all Front-End documents, Document 00 20 00, 10 BID ACCEPTANCE OR REJECTION, 10.2 Bid Rejection, 10.2.A.2, with expansion to 30 ILCS 500/30, Construction and Construction-Related Professional Services/-, to reference Single Prime procurement requirements.
  10. Updated all Front-End documents, Document 00 20 00, 10 BID ACCEPTANCE OR REJECTION, 10.2 Bid Rejection, 10.2.A.2, with 30 ILCS 500/50, Procurement Ethics and Disclosure, to identify the state requirement for Form A or B (certifications and financial disclosures).
  11. Updated the Single Prime Construction Bid Ad to include an editable statement providing a range for the construction cost estimate for the project being advertised.
  12. Updated Retainer Professional Services Agreement to include a sample retainer work order document for Attachment C.
  13. Updated Construction Bid Ad “Diversity Goal Cure Period” paragraph to match GFE language currently found in Front End Documents.
  14. Updated all Front-End documents, Attachment B-Utilization Plan-second bullet, to add following clarification “All tier BEP and VBP Subcontractors are allowed to be included in meeting BEP/VBP goals.”

PRZM Changes

  1. In March 2024, updated Bid Opening Worksheet to include an option for selecting Single Prime projects.
  2. In March 2024, updated Bid Opening Worksheet to add a Single Prime selection option in the “Choose the Division of Work” drop down list, instead of selecting a Division.
  3. Updated rule for designating a vendor submission as Do Not Open past the designated receipt date and time, if process is not completed by that date and time. The system previously accepted a submission if the process was started before the date and time due but completed after that date and time.

FCPWeb Changes

  1. Updated authority limits for Project Approval and Budget approvals per the revised Capital Authority Limits. The new Capital Authority Limits document has been saved on UOCP website within Policies and Laws for Faculty & Staff.
  2. A new project status of “Migrated to Kahua” was added. Once selected and saved, it’ll be displayed as “Kahua” on the PDS. Projects migrated to Kahua as part of the pilot or phase 2 migrations will be set to ‘Migrated to Kahua’ programmatically.

VSA-CAPS Changes

  1. Within VSA and Prequal information, Organizational Profile, added a Diverse Business Certification Profile which identifies certification and expiration date of certification.

PSP Changes

  1. No changes.

KAHUA

  1. Updated authority limits for approvals (including CCU authority limits) per the revised Capital Authority Limits. The new Capital Authority Limits document has been saved on the UOCP website within Policies and Laws for Faculty & Staff.

Policies, Website, and other Changes

  1. UOCP created various checklists and example review PDFs which highlight typical items and include comments that UOCP reviews for Construction Contracts, Professional Services Agreements, and Front-End Documents. The documents are saved in Teams and are shared with a representative with each university contract group. Professional Services Amendments, EPC Agreements, and Advertisements will be released at a later date.
  2. Updated the Bid Tab excel document to move the Funds Available for Construction cells from the “Bid Tab” tab to the “Award Summary” tab. CCUs should enter this information in the “Award Summary” tab which helps reviewers identify that requirements of the Construction Bid Alternate Policy are being followed. The Construction Bid Alternate Policy can be found on the UOCP website, Policies and Laws for Faculty & Staff.
  3. Updated the Alternate Capital Delivery Method Selection Form to be a Word format document, due to issues with filling out the PDF version. Also, additions to the form were made for clarity and to specify additional delivery methods. UOCP shared with all universities for their future use.
  4. Updated the Energy Performance Contracting Policy definition and value of Small and Large Projects. A Small Project will be defined as having an expected Energy Service Agreement (ESA) under $5,000,000 whose RFP will invite all prequalified ESCOs to respond with a proposal. A Large Project will be defined as having an expected ESA equal to or above $5,000,000 whose RFP may be sent to more than one of the prequalified ESCOs based on experience and availability.
  5. Updated the Retainer Agreement Policy to state that retainer agreements may be used on individual small projects with expected total project costs less than $7,500,000 (increased from the previous $5,000,000 limit).
  6. Updated the Capital Authority Limits document to increase authority limits for Project Approval, Project Budget Increases, Construction Contracts, and Design-Build Contracts. The new Capital Authority Limits document has been saved on UOCP website within Policies and Laws for Faculty & Staff.

Contact

If you have any questions, please contact Chris Rogan.