University of Illinois System

U of I System Capital Updates - January 2023

Posted on 01/11/2023

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. Added a prompt when Campus Construction Unit (CCU) starts a PSC Amendment to confirm a proposed change in team makeup for switching out a sub(s) or adding/deleting sub(s). CCU will also note if the sub(s) are BEP or VBP. A reminder was also added for CCU to obtain concurrence from Office for Procurement Diversity (OPD) if sub(s) changes are required for CEI certified BEP or VBP vendors.
  2. Multiple contract documents (00 50 00 M, 00 50 00 S, 00 70 00, EPC-EAA, EPC-ESA, PSA-CM, PSA-Regular, PSA-Retainer, PSA-Short Form) updated regarding Form A or Form B submission requirements related to contract dollar amounts. The following language has been included: Certifications are required for greater than $50,000. Financial Disclosures are required for greater than $100,000 but in circumstances where the contractor has an active contract with the same entity and has already submitted their financial disclosures and potential conflicts of interest within the last 12 months, the contractor may submit a signed affidavit attesting that the original submission of its financial disclosures and potential conflicts of interest have not been altered or changed. This affidavit may be used, under the circumstances referenced in 30 ILCS 500/50-35(j), in place of the full Financial Disclosures and Conflicts of Interest form otherwise required by the Procurement Code.
  3. Updated document 00 46 00- Project Specific Prequalification Statement to relocate Notes/Reminders for CCUs, currently located above 1.1, outside the main body of the document. Similar to other Notes/Reminders within Contracts+ documents.
  4. Updated document 00 20 00, paragraphs 3.2 and 6.3 to include general Brand Name or Equal language. This language is intended to be general language that helps protect specifications that are written with acceptable manufacturers but do not include “or equal” language as required by the Procurement Code or that have not received a Brand Name Only acceptance from the SPO.
  5. Updated documents 00 30 00 and 00 40 00 to include language which requires Bidders to confirm their intentions for meeting all BEP and VBP goals or state if they cannot fully meet the goals but has made Good Faith Efforts towards meeting the goal and requests a waiver or reduction of the goal (Full or Partial Waivers for BEP and VBP). Document 00 40 00, Attachment B, now includes a Utilization Plan and Good Faith Effort Transparency Report checklist to identify these items and will be required to be completed by all Bidders who submit bids. PM’s or others should point this out during prebid meetings.
  6. Updated document 00 70 00: Article 5.1-Preparation of Schedule, Article 5.3-Updating of Schedules, and Article 10.2-Daily Log. Updates include requirements for form of schedule, contents of schedule, frequency of schedule updates, and frequency and format of daily log submittals.
  7. Updated Standard Professional Services Agreements and Professional Services Retainer Agreement, paragraph 5.b. and Project Management Consultant Services Retainer Agreement (UIC), paragraph 5.c. to state: The Professional Services Consultant shall be responsible for using any supplemental tools provided by the Owner, including web-accessible tools provided by the Owner, for certifying compliance of the Contractor’s construction schedule(s) with the Contract Documents.
  8. Added Contract+ templates for Emergency Construction Projects and Donor Projects (Design-Build (small project) & Construction). Each of these new templates will have a new header group to contain the necessary custom fields.
  9. Added a new Header group in Contracts+ for PSA Amendments. CCU will now populate Amendment Number, Field Directive Number, and PSA Date fields in the header when creating a new Amendment document.
  10. Updated language in multiple documents (00 10 00 M-2.11. A, 00 10 00 S-2.11. A, 00 20 00-6.2., 00 30 00-3.1., 00 40 00 M-1.4. and Utilization Plan, 00 40 00 S-1.4. and Utilization Plan, EPC RFP Phase II-1.7.) to state, “Vendors that are both BEP and VBP certified may only be counted towards either the BEP or VBP goal, but not both”.
  11. Updated language in the CM Professional Services Agreement document to add “VBP” in locations that document discusses certified vendor participation goals.
  12. Updated language in multiple documents (FEDs, Advertisements, Amendment forms, Bid Checklist, Contractor PreBid Meeting, EPC- EAA and ESA and RFP Phase II, PSAs, Contracts+ Input Worksheet) to replace “Central Management Services (CMS)” with “Commission on Equity and Inclusion (CEI)”
  13. Updated language in multiple documents (00 40 00 M-10.4 and 11 40 00 S-10.4) to state that a bid shall remain valid for one hundred twenty (120) days from bid opening date. It was previously ninety (90) days.
  14. Updated Protest Review Information in multiple documents (Request for Proposal Consultant Profession, Invitation for Construction Bid, Request for Professional Services Qualifications (CDB), Request for Professional Services Qualifications) to update instructions and contact information.
  15. Updated the Input Worksheet on the UOCP&RES website. Two new tabs were added to provide formatted tables for the PSA Amendment and CM Amendment templates. In addition, CMS references were changed to CEI.

PRZM Changes

  1. Added ability for PRZM to automatically send Substantial Completion notifications (per Division of work) to a list serve provided by CCU. The Substantial Completion notifications will also include a table of the warranty list (per Division of work).
  2. Added ability for PRZM team members to create a print-friendly version of the Certificate of Substantial Completion.
  3. For items requiring an FD response, added function/requirement that RFP responses (from any Division) may not be submitted in the system until all Divisions of work have submitted FD responses.
  4. Corrected workflow issue for Punch List functionality that stopped processes when “Disagree” responses were input.
  5. Updated SVS Subvendor system requirements and notifications to require submission of Certifications for all agreements greater than $50,000 and to require submission of Financial Disclosures for all agreements greater than $100,000.
    1. It is the responsibility of the Level 1 Vendor to provide the following with respect to each Level subcontract which exceeds $50,000. The forms shall be completed and signed by each Level subvendor. (1) Subcontract with Level 1 Vendor. (2) Form A or Form B (Financial Disclosure information section is not required to be completed unless subcontract exceeds $100,000).
    2. In addition to required documents for each Level subcontract which exceeds $50,000, It is the responsibility of the Level 1 Vendor to provide the following with respect to each Level subcontract which exceeds $100,000. Form A or Form B shall be completed and signed by each Level subvendor. Financial Disclosures information section on these Forms are required for greater than $100,000 but for circumstances where the contractor has an executed contract with the same entity that contained a complete Form A or Form B within the last 12 months, the vendor may submit a signed affidavit attesting that the original submission of its financial disclosures and potential conflicts of interest have not been altered or changed. This affidavit may be used, under the circumstances referenced in 30 ILCS 500/50-35(j), in place of the full Financial Disclosures and Conflicts of Interest form otherwise required by the Procurement Code.

FCPWeb Changes

  1. None

VSA-CAPS Changes

  1. Updated language in both VSA and CAPS to replace references for “Central Management Services (CMS)” with “Commission on Equity and Inclusion (CEI)”

Policies, Website, and other Changes

  1. Updated language for minor corrections throughout the Repair and Replacement Reserve-General Provisions and Operating Procedures-Auxiliary Facilities System Reserve (Otherwise known as the AFS R&R Policy). Also updated Attachment A with the latest financial numbers concerning pool requirements and Movable Equipment R&R Reserve.
  2. Updated multiple Job Aid documents for Contracts+, located on UOCP website’s Training tab, to replace references to “Mike Bass” with “Paul Ellinger”.
  3. Updated language throughout the Professional Services Retainer Policy. Including adding Attachment D which identifies documents required for posting and award on the Bulletin for both Professional Services Retainer Agreements and Retainer Renewal Agreements (Notice of Exercise of Option Retainer Agreement).
  4. Updated language in the Diversity Policy to define and use of full and partial BEP/VBP waiver(s) for cure period consideration. Also included that a multi-certified BEP/VBP vendor cannot be used to satisfy both BEP/VBP goals at the same time for the same division of work.
  5. Created a new Conflict-of-Interest Procedure document and added it to UOCP website.
  6. Modified the Input Worksheet to include the new tabs for the Contracts+ friendly formatted “Summary of Contractual Services for Amendment” for both the Professional Services and CM sections of the worksheet.
  7. Created the One Bid Procedure document and added it to UOCP website. This Procedure governs capital project bidding when only one bid for a division of work has been received if that bid exceeds the estimate for the work.
  8. Updated language in multiple documents (Notice of Award, Notice of Intent to Award, and various Policies) to replace “Central Management Services (CMS)” with “Commission on Equity and Inclusion (CEI)”

Contact

If you have any questions, please contact Chris Rogan.