AOC Property Management

1. AOC Property Management Contracts 101

2. Introduction • Property Management exists to provide guidance and leadership on • Construction projects • Preventive and corrective maintenance issues • The purchase, sale, and lease of buildings • Today’s focus: setting up projects under a contract • Most of the work we do in property management • We want to set up projects as best as we can to protect your parish and the Archdiocese. • Self insurance makes this important • Clear scopes help both sides • No preferred contractors, so setup is especially important

3. Website • Resource for contracts, guidance, and contacts • Continually growing • http://www.catholiccincinnati.org/ministries-offices/property-management/

4. Standard Contract • Developed a suite of standardized contracts • Construction Projects • Service Agreements • On website • Use our standard contract if possible • They provide terms and conditions to help protect your parish contractually • Indemnity • Limit Change Orders within the scope • Provide minimum insurance levels • Address lead and asbestos concerns • Unique contract situations? • We defer to our attorney’s remarks to complete the contract.

6. The Magic Number • Contract amounts under $25,000 do not require my involvement or the Archbishop’s signature. • Contract amounts over $25,000 require the Archbishop’s signature on the contract and my involvement helping you prepare the contract. • If it is under $25k, I am still more than willing to help you prepare the contract.

7. The Standard Contract Idea • Fill in-able and savable .pdf • Basic information like names, dates, and costs are filled in on first few pages. • Contractor’s proposal is included in Exhibit A and is the Scope of Work. • The contract nullifies any terms other than those in this contract.

8. The Standard Contract Suite • Contract To Perform Work (revised) • Used for most construction projects. • Contract To Perform Work short form • Used for small construction projects (under $10,000). • Change Order • Used when the contract scope changes from the original. • Service Agreement • Used for contractors who provide property related service calls to your institution or who provide ongoing property services to your institution. • Emergency Service Agreement • Used for situations where emergency property work must completed. This involves insurance claims and is the form that our insurance representative, Paul Kenkel, will use when he visits your site to assess emergency work. • Professional Services Agreement • Used when hiring out professional services (i.e. architectural or engineering).

9. Items Required For “Contract To Do Work” • Minimum Insurance coverage • Worker’s Comp in Ohio • $1,000,000/occurrence, $2,000,000 aggregate automobile and general liability • $1,000,000 Professional liability (if professional services incl.) • Limitation of liability no less than liability insurance limits • Additional Insured Rider • Installation Floater/Builder’s Risk • AHERA form for school projects • Very detailed proposal, with products specified • Price (Not To Exceed preferred) • Service Dates • Warranty Information • Payment Schedule • Finance Office and sometimes Worship Office approval

10. Help!! • You don’t have to remember all of this. That is why we are here. • We will help you complete the contracts correctly. • Just remember to contact us when you do have a project, so we can set it up for you. • Jeff Bohrer, M.S., P.E. Director jbohrer@catholiccincinnati.org 1436 Needmore Road Dayton, OH 45414 Phone: 513-421-3131 ext. 6602 • Karen Rolfe Administrative Assistant krolfe@catholiccincinnati.org Phone: 513-421-3131 ext. 5048