University of Illinois System

U of I System Capital Updates - July 2023

Posted on 07/26/2023

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. Updated multiple documents (Front End TOC, 002000, 005000, Advertisements) to remove references to telegrams and facsimile machines, thereby removing them as an acceptable/official form of communication with the University.
  2. Updated EPC RFP Phase II document. (a) Updated Evaluation criteria for Diversity Participation Plan to be 20% weight per procurement code requirements. (b) Updated page 11 Submittals language including removal of references to CD or DVD submissions. Replaced with USB flash drive. (c) C+ internal review round added for the Project Manager (similar to a PSC Ad or Bid Ad internal review).
  3. Updated Retainer Renewal Agreements Help Text in C+ Attachments, regarding process/requirements for attaching correct Attachment B, C and D documents created from Input Worksheet (and to mimic Help Text already included in PSA).
  4. Added one alternate clause regarding Pollution Liability. One in 007000 General Conditions and in Single Prime 007000 section.
  5. Updated the “Pre-Bid Meeting Information to Prime Bidders Procedures for Diversity (BEP/VBP) Subcontractor/Supplier Inclusion” document to replace CMS references with CEI and update the Vendor Directory Link.
  6. Updated UOCP website “Policies and Laws for Design Professionals: State and Federal Laws - Partial Listing” from “Illinois Landscape Architectural Practice Act of 1989” to “Landscape Architecture Registration Act”. The effective date of this new Act was 08/06/2021. Language was also updated in both the Professional Services Agreement document and Professional Services Agreement Retainer document.
  7. Updated Energy Services Agreement document Article references in Item 3.5 and updated links to UIUC Facilities Standards and UIUC Project Submittal Requirements.
  8. Added an alternate clause in advertisements identifying name of federal agency and fund name if the project is being funded in whole or in part by federal funds. This clause was added to the QBS Ad, RFP Ad, Bid Ad, and EPC RFP Ad.

PRZM Changes

  1. None. Multiple system enhancements were implemented prior to this July release.

FCPWeb Changes

  1. The Project Data Summary will be changed to properly display the CDB Project Year below the CDB Project Number for CDB projects.
  2. The Project Subprojects listing page will be adjusted to properly increment the Sequence Number of the sub-projects when a Master Project has more than 9 subprojects.

VSA-CAPS Changes

  1. REMINDER: All Vendors need to verify and make current all VSA-CAPS registrations for their staff. (for instance, deleting vendor staff registrations that no longer work for their company, change in contact information, etc.).
  2. Created a new report in VSA and document on UOCP website that will be updated weekly that identifies all Divisions of Work who are prequalified contractors. The document is located on UOCP website under Contracts and Forms/ Contractors/ Procurement Forms and Documents/ Item I.

PSP Changes

  1. None.

Policies, Website, and other Changes

  1. Updated multiple minor text changes for the One Bid Procedure document including references to “Single Bid”, updating approval authority within UOCP, requirement for documentation of PSC following up with Bidders that may have attended the Pre-Bid Meeting but did not bid (and documentation in letter), and require documentation in letter how the lone bidder met BEP and VBP goals, or if not, documenting the vetting of them with Office of Procurement Diversity (OPD).
  2. Updated UOCP website “Policies and Laws for Design Professionals: State and Federal Laws - Partial Listing” from “Illinois Landscape Architectural Practice Act of 1989” to “Landscape Architecture Registration Act”. The effective date of this new Act was 08/06/2021. Language was also updated in both the Professional Services Agreement document and Professional Services Agreement Retainer document.
  3. Updated the Capital Projects Funding Guidelines document on the UOCP website.
  4. Updated the Capital Projects Furniture Purchase Process document on the UOCP website, to revise equipment threshold from $1,000 to $2,500 for tagging and changed the State Property Act (30 ILCS 605/7a) value from $1,000 back to $500. Also added tracking columns for Warranty Start Date and Warranty End Date.
  5. The Professional and Artistic Services RFP Selection Policy document located on the UOCP website has been updated to reflect a change from $25,000 to $100,000 in evaluating the sealed price proposals (ref. Procurement Rules 4.2035j).
  6. Added the Alternate Capital Delivery Method Selection form to the UOCP website/ Contracts and Forms for Faculty & Staff. Document will be used by universities to obtain pre-approval for using Alternate Delivery Methods on requested projects.
  7. Added a new Single Prime Bid Worksheet to the Bid Tab Template called SinglePrimeProtectedSubsCalc that provides input for total base bid and accepted alternate pricing for the Single Prime and Protected Subcontractors Divisions of Work and totals them for comparison against the total Single Prime Base bid and accepted alternates on the Bid Tab to ensure they are the same overall values. Also added more rows to the PB worksheets for additional Diverse vendor tracking.
  8. Updated Brand Name Policy to include correct CPO Forms website links for Brand Name Only Specification Form and Sole Source Justification Form.

Contact

If you have any questions, please contact Chris Rogan.