UF Planning, Design & Construction
A Division of the University of Florida Business Affairs
April 3, 2014
2014 Annual Campus Continuing Services for Minor Projects
Selection of Professionals
Welcome, Intro, Purpose
•UF PDC Overview Presentation
•Selection Committee Introductions
•Process Review•Documents Review
•Open Discussion
IntroductionsMILES ALBERTSON, Director
Major Projects & Special ProgramsADAM BOUDREAUX, Assistant Director
Institute of Food & Agricultural SciencesMARK HILL, Director
Housing & Residence Education Facilities ManagementHAROLD BARRAND, Director
Minor Projects/University ArchitectGREGG CLARKE, Director of Operations
Physical Plant Division
Mercedes Bongiovanni, Purchasing ServicesBrian Barton, University Athletic AssociationJohn Madey, Computing & Network Services
Faylene Welcome, UF Small Business & Vendor Diversity
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
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.
PDC Website, Processes, Contracts,
Standards
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 …
www.facilities.ufl.edu
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
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
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
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
Annual Selection at UF
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
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
Annual Selection at UFPROPOSAL DOCUMENTATION
• FAW Advertisement• AE Fact Sheet
• PQS Instructions• PQS 0
• PQS 1 & 2• PQS 3
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
Questions?
www.facilities.ufl.edu