UF Planning, Design & Construction A Division of the University of Florida Business Affairs

1. UF Planning, Design & Construction A Division of the University of Florida Business Affairs 2014 Annual Campus Continuing Services for Minor Projects Selection of Professionals April 3, 2014

2. Welcome, Intro, Purpose • UF PDC Overview Presentation • Selection Committee Introductions • Process Review • Documents Review • Open Discussion

3. Introductions MILES ALBERTSON, Director Major Projects & Special Programs ADAM BOUDREAUX, Assistant Director Institute of Food & Agricultural Sciences MARK HILL, Director Housing & Residence Education Facilities Management HAROLD BARRAND, Director Minor Projects/University Architect GREGG CLARKE, Director of Operations Physical Plant Division Mercedes Bongiovanni, Purchasing Services Brian Barton, University Athletic Association John Madey, Computing & Network Services Faylene Welcome, UF Small Business & Vendor Diversity

4. Projects (2012-2014) $320,000,000 in major projects PD&C: 400 minor projects totaling $61 mil IFAS: 103 minor projects totaling $16 mil Housing & ResEd: 75 projects totaling $45 mil

5. Current Projects • Dental Science Bldg. AHU/Roofing Replacement • Communicore Basm’t Fire Code/Mechanical Renovations • Wilmot Gardens Greenhouse • Vet Med Equine Performance Complex • Parking Garage Lighting Replacement • Pharmacy Jax Teaching Renovation • Wauburg North Cypress Lodge • Norman Hall Renovations • Smathers Library Renovations • Sid Martin Biotech Mechanical Ren. • McCarty A Roof Replacement • HSC Ophthalmology Renovations • Veterinary Medicine Equine Arena • Veterinary Medicine Admin Suite • St. Augustine Rehabilitations • Weimer Hall Library Renovation • Matherly Hall English Language Inst.

6. PDC Website, Processes, Contracts, Standards www.facilities.ufl.edu • Great place for new firms to begin learning about us • UF-specific GT&C and non-tech specs (including LEED, Cx) • Contracts are prescriptive and process-oriented, not just a legal document to address problems … tailored to project • All Policies are listed here (Project Management Guides) • Design & Construction Standards • Sharepoint …

7. UF Project Funding • DSOs – UAA, Housing, Business Services, UFF • Cash from revenue generation (sports venues, e.g.) • Bonds repaid with fees (parking garages, dorms) • Private loans with debt service covered by revenue streams • Colleges and Departments • PECO – pure State monies from utility taxes • Private Donor monies • CITF – monies from student fees • State & Federal Grants, Sponsored Research

8. Getting a Foot In The Door • Hard Bid registration through Division of Purchasing and advertisements • “Minor-Minor” contracts under $200k • Minor project continuing services contracts (more on that later) • Business Affairs Mentor/Protégé program

9. Annual Selection at UFCONTINUING SERVICES CONTRACTS • Primary means for Design/Construction/Cx of Minor Projects • $122M in Minor Projects, 2012-2013, for E&G, HSC, IFAS, Housing • Reciprocal use with other State entities • Selection in Spring 2014 for one year plus two one-year renewals (10) Const. Managers (incl. 2 Small Bus. & 2 Small Emerging Bus.) (8) Architects (incl. 2 Small Bus. & 1 Small Emerging Bus.) (2) Architect Planners (8) MEPFP Engineers (incl. 2 Small Bus. & 1 Small Emerging Bus.) (3) Civil Engineers (3) Environmental Engineers (3) Landscape Architects (2) Surveyors (2) Structural Engineers (2) Commissioning Consultants (2) High-Voltage Electrical Engineers

10. Annual Continuing Contracts Selection Process at UF(A/E, CM, Surveyor, Cx) • Two-step, qualifications-based process • Committee structure provides balance • Emphasis is on team of proposed individuals • Typical criteria: • proposed staffing • building type experience • UF or other higher education experience • methodology & approach to multiple aspects

11. Annual Selection at UF

12. Annual Selection at UFSchedule • Advertise in FAW and FP&C Website (30 days) March 5, 2014 • Non-mandatory preproposal meeting (s) April 3 • Questions tendered in writing (e.mail sufficient) by 5:00 pm on Friday, April 4, 2014, will be answered by addendum by 5:00 pm on Monday, April 7, 2014. • Receipt of proposals April 10 • Review leading to shortlist Apr 10 – May 4 • Shortlist meeting (235 Stadium) May 5 • Issuance of Supplemental Fact Sheet May 7 • Interviews (including selection recommendations) May 19 – May 23 • (235 Stadium, 8am – 5pm daily) • Contracts reviews and signature process May 27 – July 1

13. Annual Selection at UFPROPOSAL TIPS & SUGGESTIONS • Tailor to UF and to the questions asked in the QS Instructions • Due diligence, homework, project type review, etc. • Cover letter explaining benefits of selecting your firm • Highlight staff/team experience, not just firms’ • Pay attention to 5 most relevant projects • Legible, complete, accurate information • Include before & after photos for renovation projects • Contact PM re: questions … but only after reading instructions • Do not contact user group, other selection committee members • Proofread / QC and sign proposals! • Don’t contact PM looking for results

14. Annual Selection at UFPROPOSAL DOCUMENTATION • FAW Advertisement • AE Fact Sheet • PQS Instructions • PQS 0 • PQS 1 & 2 • PQS 3

15. Annual Selection at UFINTERVIEW TIPS & SUGGESTIONS • Follow instructions … prescriptive and timed for a reason • Recognize project-specific factors & requirements • Don’t bring non-participants … but don’t omit key players • Utilize time efficiently • Utilize appropriate technology to demonstrate your capabilities • No team member substitutions w/o prior written notice • Don’t let 1-2 people dominate … we want to hear from team • Answer questions honestly

16. Questions? www.facilities.ufl.edu