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Campus Let Contracts Procedure Updates and Prevailing Wage Rates

Campus Let Contracts Procedure Updates and Prevailing Wage Rates. January 30, 2013. What’s new? Tools Updates to Procedure 7555 Training Overview of 7555 Communication Guidance Documents CLC-6: Debriefing CLC-7: Single Sole Source Procurements

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Campus Let Contracts Procedure Updates and Prevailing Wage Rates

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  1. Campus Let Contracts • Procedure Updates and • Prevailing Wage Rates January 30, 2013

  2. What’s new? • Tools • Updates to Procedure 7555 • Training • Overview of 7555 • Communication • Guidance Documents • CLC-6: Debriefing • CLC-7: Single Sole Source Procurements • Website: www.suny.edu/capitalfacilities/ • Listserv: SUNYCLC@LS.SYSADM.SUNY.EDU

  3. What’s next? • Tools • Procedure 7554 - Construction Contracting • Contract Agreement Template for Studies • Communications • Field Orders • Payment Forms and Process • Records Retention • Insurance View procedures on the Office for Capital Facilities website

  4. Procedure Updates

  5. Procedure 7555: Summary of Updates • Overall • Basic structure and forms • Consultant selection process, forms and criteria • Added definitions of and guidance on term and backdrop agreements • Consultant Service Agreements • Clarified agreement types and when they should be used • Clarified documentation required on file at campus • Clarified consultant documentation requirements • Added SUNY Construction Procurement Record Checklist • Added Division of Budget B-1184 requirement View procedures on the Office for Capital Facilities website

  6. Forms

  7. Section II. Consultant Service Agreements • Lump Sum Agreement with no associated construction cost (for studies & limited design services) • Cost Plus Fixed Fee Agreement (for studies & design with a clearly defined scope) • Lump Sum Agreement with an associated construction cost (for studies & design) The Fund’s fee schedule is for internal comparison only. Do not provide the fee schedule to consultants. Fund Website

  8. Section III. Agreements <$25,000 • Documentation requirements • DOB B-1184 Approval (applies >$20,000) • Procurement Lobbying Forms (applies >$15,000) • Certificates of Insurance (Form 7555-09) • Certificate of Workers Comp and Disability • OSC Form A - State Consultant Services Contractor’s Planned Employment (applies >$15,000; applicable to salaries, does not include travel or reimburseables) • Purchase Order or Agreement • Exhibit A • Exhibit A-1 (applies >$25,000) • Project  scope and requirements • If processed as a Contract - Campus Procurement Certification (Form XV, Procedure 7553)

  9. Section IV. Agreements >$25,000 • A. Overview • Solicitation • Selection • Award • B. Required Documentation • See Checklist (Form 7555-00) • C. Consultant Service Agreement Process • *New* Selection process, criteria and form

  10. Consultant Procurement Checklist Link to form

  11. Request for Qualifications Link to form

  12. Selection Process Highlights • Short List Rating (7555-03) • Short List Summary (7555-04) • Consultant References (7555-05) • Consultant Selection Rating (7555-06) • Firm Qualifications and Experience (20 Pts.) • Personnel Qualifications and Experience (20 Pts.) • Previous Experience with Work Specific to Project Scope (20 Pts.) • Approach & Capability (20 Pts.) • MWBE Utilization (10 Pts.) • References (10 Pts.) • A detailed description of each category is on page two of the form. New Forms Forms available online

  13. Selection Process Highlights • Selection Committee • A minimum of three members • If interviews are held, each must be attended by all committee members (therefore we recommend committees consist of four or more members) • At a minimum the committee chair must have completed the Consultant Selection Training with the Fund • A committee member shall have no conflict of interest relating to the consultants being considered Remember: Procurement Lobbying Act Procedure 7552

  14. Procurement Lobbying Act • Limits communications during the Restricted Period – from Contract Reporter Ad to Contract Execution • All inquires must be directed to the Designated Contact • Violation could result in the disqualification of the consultant View the procedure at the Office for Capital Facilities website Procedure 7552

  15. Term and Backdrop Agreements • Term Agreements • A pre-awarded agreement for the preparation of a study or for design services and/or contract administration of small projects with similar scopes of work. • Backdrop Agreements • For small projects with diverse scopes of work • Backdrop term agreements involve the selection of three to six firms to serve as a “backdrop” of consultants and a mini-selection process is used to determine the most qualified consultant for each project. *New* Agreement Template available online

  16. Term and Backdrop Agreements • Highlights • May be issued as dry appropriation contracts • Three year maximum term, no option for renewal • Selection must demonstrate the most qualified firm is selected • A fair and reasonable price must be negotiated for each project • Consultation with University Counsel is strongly recommended *New* Agreement Template available online

  17. Term and Backdrop Agreements • Forms • 7555-10A - Consultant Term Agreement • 7555-07 - Backdrop Agreement Mini Selection • 7555-13 - Term Project Initiation • 7555-14 - Authorization to Proceed *New* Agreement Template available online

  18. What hasn’t changed? • “The Basics” • Fee Negotiations • Insurance • Payment

  19. Multi Campus or Regional Agreements

  20. Prevailing Wage Rates

  21. Agency Responsibility • Obtain a Prevailing Wage Rate Schedule • Include the schedule in the contract • Submit a Notice of Contract Award (PW-16) • Collect and maintain certified payroll records • Submit a Notice of Completion/Cancellation (PW-200) Use the online application

  22. Certified Payroll • Collect payroll records every thirty (30) days • Designate an employee to collect and review certified payrolls for facial validity • Maintain payroll records for five years from the date of completion of the work • Post the name of the employee collecting payroll records on the project site • Make filing of payrolls by the contractor(s) a condition of payment Facial validity: the validity of something at face value.

  23. OSHA 10 Hour Course • Proof of completion must be provided with the first certified payroll • Proof must be provided when a new or additional employee is listed

  24. Contact: Jessica R. Miller Jessica.Miller@suny.edu 518-320-1129

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