DOING BUSINESS WITH UO

1. DOING BUSINESS WITH UO Oregon Native American Chamber Luncheon Contracting with the University of Oregon and the Oregon University System Presented by: Catherine Susman & Darin Dehle

2. OUS MWESB Policy It is the policy of all of the Oregon University System institutions, including University of Oregon, to provide the best possible opportunity for minority, women, and emerging small businesses to compete for and be awarded contracts.

3. Decentralized Purchasing University of Oregon has a decentralized purchasing environment Each University of Oregon department has the responsibility and authority to make their own purchases for goods and services Vendors must market directly with departments

4. UO Outreach Establishing Ties in the Community • Upcoming MWESB outreach events statewide in which University is participating . • March 6, 2012 at Rose Quarter/Memorial Coliseum Exhibit Hall – Sponsored by Oregon Public Purchasing Association and National Institute of Governmental Purchasing from 9am-3pm. • April 18, 2012 – Governor’s Marketplace, Salem. • May 10, 2012 – OAME Conference and Trade Show – Oregon Convention Center – Hall D from 10am-3pm. • Consistent Participation with MWESB Organizations • Participation in other regional and national events by University representatives

5. Access to UO Establishing Networks and Channels • University is currently undertaking an re-development of its Vendor Registration Portal. Please take a moment to visit: http://pcs.uoregon.edu/content/feedback-request-new-vendor-registration-portal. Provide your contact information and we will provide a link for you to preview when the new site is live. • UO Reverse Vendor Fair – February 2013 – more information will be provided to vendors registered through the Vendor Registration Portal this summer. • 2011 UO Reverse Vendor Fair – results • Over 393 companies attend • UO did business with 38% of attendees in the first 9 mos. after the fair • This business activity totaled over $11 million • Approximately 10% of the $11 million was with MWESB vendors

6. Locating Information University of Oregon Website http://www.uoregon.edu/ UO Purchasing & Contracting Services http://pcs.uoregon.edu/ Facilities/Capital Construction http://facilities.uoregon.edu/ OUS Business Opportunities https://secure.ous.edu/bid/

7. PCS Goods & Services • Changing Policies • Solicitation effort to at least one certified MWESB firm • If certified firm not available, one solicitation effort to at least one self-identified MWESB firm

8. PCS Goods & Services • Changing Procedures • Develop Outreach Plan for MWESB participation • Establish channels and networks that provide access to MWESB vendors • New Vendor Registration Portal • Document and report on MWESB utilization and outreach

9. UO FY2011 Expenditures • 8.9% of UO’s vendor spend was with MWESB vendors • Total FY11 MWESB Spend = $17,761,925.45 • Total State-Certified MWESB Spend = $12,304,874.68 • Total Self-Reported MWESB Spend = $5,457,050.77

10. Capital Construction OUS – Outreach, Policies, Retainer Program MWESB Certification – Motivation to sign up UO – Contract Options, Making Contact, Project Types, MWESB trends Project Preview – Summer 2012 and beyond

11. Understanding the Issues In depth discussions with MWESB Organizations and Contractors Developing an understanding of the challenges faced by small contractors and consultants within the states construction environment Communicating issues to large contractors that do business with us. Working with leading contractors in the state to understand how other Owners are reaching significant participation numbers through establishment of their project requirements Strengthening the MWESB Contracting Community equates to a stronger Construction industry in Oregon Capital Construction OUS Interactions

12. Changing Policies Advertising and Bidding Policy Modifications Retainer System Changes Bidding all Contractor and Subcontractor opportunities on OUS Website at https://secure.ous.edu/bid/ One stop equal opportunity access to projects When institution is selecting bidders for $50k-$500k projects Minimum of three Contractors Minimum of two MWESB if available on Retainer Program Bidder list posted on OUS site for subcontractor access Consultant selection process for services over $100k requires solicitation of proposal from at least two MWESB firms. RFP Language for CM/GC projects to incorporate minimum of 10% of scoring criteria specific to MWESB participation, performance and approach Capital Construction OUS Modifications

13. Changing Procedures Development and Implementation of MWESB participation report for every project All Construction Contractors and Consultants Reports all tiers of MWESB sub-contractor or sub-consultant to the Owner Captures dollar values, number of MWESB subs, % participation, etc. Capital Construction OUS Modifications

14. Structure of the Retainer Program Construction Contract Structure Contract held by OUS centrally Access to all OUS Universities for Work through supplements On Retained Contractor list with potential for direct hire and informal bid opportunities between $1 - $50,000 Limited Competition Bids between $50,001 - $500,000 Open retainer bidding opportunities up to $1,000,000 Consultant Contract Structure Contract held by OUS centrally Access to all OUS Universities for Work through supplements On Retained Consultant list with potential for direct hire and informal bid opportunities between $1 - $100,000 Limited Competition Bids between $100,001 - $250,000 Open retainer bidding opportunities up to $1,000,000 Capital Construction OUS Retainer Program

15. Benefits of the Retainer Program Established contracts with the opportunity to match project size with the growth of your business Opportunity to generate long term working relationships with Universities as your business grows Single RFP response provides opportunity for many potential projects Capital Construction OUS Retainer Program

16. Retainer Contracting Program Dates Contracting RFP to be open soon. RFP scheduled to be advertised March 15, 2012 Proposals scheduled to be due May 4, 2012 Contracts will be effective July 1, 2012 Contracts will be in place for a 2-year period Consulting Related Services Advertisement scheduled to be November 1, 2012 Proposals scheduled to be due December 15, 2012 Contract will be effective February 1, 2013 Contracts will be in place for a two year period Advertised at https://secure.ous.edu/bid/ Capital Construction OUS Retainer Program

17. Insurance Requirements Established by the Legislature The following limits have been set by the Legislature as Established by Senate Bill 311, 2009 Session Set requirements for; General Liability – Bodily Injury/Death – Property Damage Automobile Liability – Bodily Injury/Death – Property Damage Workers Compensation Builder’s Risk Tail Coverage Capital Construction Insurance Requirements

18. Commercial General Liability Bodily Injury/Death (per occurrence) $2,000,000 from now until June 30, 2015 Commercial General Liability Bodily Injury/Death (aggregate limit) $4,000,000 from now until June 30, 2015 Property Damage (per occurrence) Set at $100,000 as of January 1, 2010 Increases at a maximum of 3% per year Property Damage(aggregate limit) Set at $500,000 as of January 1, 2010 Increases at a maximum of 3% per year Capital Construction Insurance Limits

19. Automobile Liability Bodily Injury/Death (per occurrence) $2,000,000 from now until June 30, 2015 Property Damage (per occurrence) Set at $100,000 as of January 1, 2010 Increases at a maximum of 3% per year Capital Construction Insurance Limits

20. Overcoming the Challenge of meeting limits Coverage is not required until a supplement is signed for work at a specific campus. Not needed for RFP submittal. Initial payments are challenge Smaller projects can often get waiver to lower level of $1M occur./$2M aggr. – No waiver lower than this. Umbrella above $1million base is an option May limit quantity of projects Coverage held by contractor often grows with the size of the projects contracted. Capital Construction Insurance Limits

21. State of Oregon MWESB Certification OUS Policy requires Universities to report annually on Certified MWESB contracts for both purchasing and construction These reports are being reviewed at the State Board and the Legislature Only Certified MWESB contractors and consultants count in participation numbers Two certified MWESB contractors required to be solicited for every retainer project being advertised. Quality services provided by MWESB contractors and consultants will be sought after to improve rates at Universities We NEED to know who you are. CERTIFICATION PUTS YOU ON A LIST WHERE WE CAN FIND YOU! Capital Construction MWESB Certification

22. Contract Types OUS Retainer Contracts Projects up to $1 million as described earlier UO – Non retainer Contracts Typically a $25,000 cap Usually a direct negotiation for price Public Improvement Contracts Low-bid projects over $1 million CM/GC Contracts Large, complex capital projects ranging typically ranging from $ 5 million to $200 million. Capital Construction UO - Contracting Options

23. Introduction Opportunities Attend previously identified events Select group of attendees from our office Presentation options in Eugene Arranged presentations to Project Development Team First Wednesday of every month at noon Every other Thursday in the morning Bring information regarding experience Photos References Discuss your business and what your areas of expertise are Leave behind contact information Let us know if you are on the OUS Retainer program Capital Construction UO - Making Contact

24. Project Types Large Capital Projects New Buildings Additions and Renovations Complete Building Renovations Medium Sized Capital Improvements Partial Building Renovations Laboratory Renovations Classroom Renovations Exterior Renovation/Restoration Mechanical/Electrical Upgrades Small Capital Improvements Roofing Painting Carpet Installation Office Renovations Exterior Site Work Capital Construction UO - Project Types

25. FY 2009 Project Expenditures Total Expenditures with MWESB Firms Small Projects $2,743,593 - Direct Contracts $2,829,103 – Sub-Contractors CM/GC Projects Total $2,497,943 Minority Owned $872,680 Women Owned $931,695 Emerging Small Business $990,277 Capital Construction UO MWESB Contracting

26. FY 2010 Project Expenditures Total CM/GC Expenditures with MWESB Firms $5,441,710 Minority Owned $1,720,523 Women Owned $2,376,961 Emerging Small Business $1,144,656 Capital Construction UO MWESB Contracting

27. FY 2011 Project Expenditures Total CM/GC Expenditures with MWESB Firms $9,870,377 Minority Owned $2,342,162 Women Owned $5,854,537 Emerging Small Business $2,826,969 Capital Construction UO MWESB Contracting

28. Medium Projects Less than $1 million Retainer Contract Projects (15-20 annually) Roofing – 3-4 per summer Exterior Renovation/Restoration 1 major + 1-2 Minor annually Interior Renovations Classrooms 2-3 per year Laboratories 2-4 per year Misc. 3-5 per year M/E/P Upgrades 2-3 per year Capital Construction Projects 2012&Beyond

29. Large Projects Allen Hall Addition and Renovation Lease Crutcher Lewis – CM/GC Currently Underway Bidding Data Center Package in late March Straub Hall Renovation Fortis Construction – CM/GC In Design Bidding Spring 2013 Summer 2014 or 2015 – Potential Projects Student Recreation Center Expansion Student Union Renovation & Expansion Chapman Hall Renovation Other Legislative Requests Capital Construction Projects 2012&Beyond

30. Where to Watch OUS Procurement Website http://www.ous.edu/bapp/bopps/ Retainer Contract Projects Direct Sub-trade contracting opportunities Bidding opportunities to Retainer GC’s CM/GC Sub-trade bid opportunities Capital Construction Projects 2012&Beyond

31. UO Wrap-Up • Please take a moment to visit: http://pcs.uoregon.edu/content/feedback-request-new-vendor-registration-portal. • UO Reverse Vendor Fair – February 2013