REGISTRATION ON OUR BID SITE PCPS.WVU.EDU For Vendors WVU Bid Notification System Complete New Enrollment Choose Categories notification of upcoming opportunities

TYPES OF VENDOR REGISTRATION State Purchasing – TEAM Registering to do business with the State Vendor Registration and Disclosure Statement (WV1) WV1 if you expect to receive Purchase Orders(PO) exceeding $25,000 ($125 annual fee)

TYPES OF VENDOR REGISTRATIO N State Department of Administration - WV Financial Information Management System (FIMS) Registration for payment IRS Form W-9 May be requested up front or later in the process, but you will not be registered in the State’s system for payment until we have received your invoice.

VENDOR REGISTRATION DETAILS Avoid registration delays - State requirements Original W-9 Signed and dated Appropriate box checked All questions answered Avoid payment delays Name on invoice must match W-9

CONSTRUCTION DEFINED “Construction services” is defined as any construction, reconstruction, improvement, alteration, repair, enlargement, painting, or decorating of any building, road, bridge other structure or property owned by or located on property controlled by West Virginia University.

CONTRACTOR DEFINED A “contractor” is a person who undertakes, offers to undertake, purports to have the capacity to undertake, or submits a bid for construction services in exchange for compensation in any capacity other than as an employee of West Virginia University.

BIDDING Three primary requirements for bidding Request for Bids are posted on the WVU bid site As a WV State Agency – building permits are not typically required

BIDDING Monetary Thresholds Under $25,000 Project Manager (PM) obtains quotes PO issued with State of WV Construction PO Terms & Conditions Over $25,000 Must be Competitively Bid All Contracts/POs over $25,000 must have Performance, Labor and Material Bonds

BIDDING City of Morgantown Business and Operations (B&O)Taxes – Certificate of Release is required for final payment WV Contractor’s license required

BIDDING WVU Open End Task Order (OETO) up to $500,000 Small scale projects Most likely no contracted Architectural or Engineering Design Services Form of Contract The American Institute of Architecture (AIA) A-107 with State of West Virginia Supplemental Conditions PO issued referencing compliance with OETO Contract Terms & Conditions

BIDDING Projects Over $500,000 Large scale projects Most likely contracted Architectural/Engineering (A/E) Design Services Advertised to Public for open competition Form of Contract American Institute of Architecture (AIA) & A with State of West Virginia Supplemental Conditions

BIDDING Prevailing Wages All construction projects must pay prevailing wages No monetary threshold Must pay the higher of Davis-Bacon or State of West Virginia prevailing wage Copies of current wage rates may be located at the following web sites: State of WV Wage Rates Federal Wage Rates

PRE-QUALIFICATION PROCESS How to qualify for the open end task order Questions may be directed to Mark Stewart: (304) Once paperwork is submitted it goes to a review committee

REQUIRED INFORMATION Proposal Response Certificate No Debt Affidavit Statement Trade Category WV Business license Company organization chart Contractor’s license Worker’s Compensation

REQUIRED INFORMATION Business insurance certificate Bonding company information EMR Rating Certificate showing a rating of 1.0 or less

EMR RATING Experience Modification Rating (EMR) Determined from annual losses paid in insurance claims against data for all employers in that classification Includes auto, liability and worker’s compensation claims Premiums minimum are $5,000 Industry Average is 1.0 Based on last full three years

ADDITIONAL EVALUTATION CRITERIA Occupational Safety & Health Administration (OSHA) incident rating Citations received in last three years Current bonding capacity Judgment against bond In-house design capacity Firms qualifications

ADDITIONAL EVALUTATION CRITERIA Past demonstrated experience in task area Number of years working in task area Experience in public sector construction projects References Past work history with WVU

OPEN END BIDDING Projects Over $25,000 and Up to $500,000 Only pre-qualified contractors may bid Bid time may be for short period All electronic process All Requests for Bids (RFBs) are posted to the web site

OPEN END BIDDING Your proposal/bid is submitted electronically No bid bond is required All bonds, insurance, licenses, certifications and prevailing wages required prior to award

PUBLIC BIDDING Projects Over $500,000 are advertised and publicly bid Specialized projects are advertised and publicly bid All RFB’s are posted to the web site Bids are a sealed bid

PUBLIC BIDDING Bids are publicly opened Bid bond is required All bonds, insurance, licenses, certifications and prevailing wages required prior to award

PROCURING CONSTRUCTION DOCUMENTS When Under $25,000 Project Manager obtains quote PO Issued substituting Standard Terms & Conditions with State of WV Construction PO Terms & Conditions

PROCURING CONSTRUCTION DOCUMENTS Contractor Must Submit: Insurance Certificate - meeting requirements Purchasing Affidavit Copy of valid WV Contractor’s license Copy of valid City Contractor’s license (If within city limit) Prevailing Wage Affidavit

PREVAILING WAGES WV Prevailing wage law applies to those “employed by or on behalf of any public authority engaged in the construction of public improvements” (See W. Va. 21-5A-2)

PROCURING CONSTRUCTION DOCUMENTS Jobs greater than $25,000 must be competitively bid WVU Open End Task Order (OETO) up to $500,000 Small Scale Projects Most Likely No Contracted A/E Design Services Form of Contract AIA A-107 with Supplemental Conditions PO Issued Referencing Compliance with OETO Contract Terms & Conditions

PROCURING CONSTRUCTION DOCUMENTS Contractor must provide copies of: Insurance Certificate (meeting requirements) Including Worker’s Compensation coverage Performance & Labor Bonds (greater than $25,000 jobs) Maintenance Bond (if applicable) WV Contractor’s license City of Morgantown Contractor’s license Copy of Contractor’s WV Alcohol & Drug Free Workplace Plan (jobs over $100,000)

PROCURING CONSTRUCTION DOCUMENTS Insurance Requirements: General Liability Each Occurrence: $1,000,000 Damage to Rented Premises: $50,000 Medical Expense (any one person): $5,000 Personal & Adv Injury: $1,000,000 General Aggregate: $2,000,000 Products – Products/Completed Operations Aggregate Limit (COM/OP AGG): $2,000,000

PROCURING CONSTRUCTION DOCUMENTS Insurance Requirements (Cont.): Automobile Liability Combined Single Limit: $1,000,000 Excess/Umbrella Liability Each Occurrence: $1,000,000 Worker’s Compensation Each Accident: $500,000 Disease Policy (each employee): $500,000 Policy Limit: $500,000

PROCURING CONSTRUCTION DOCUMENTS Jobs Greater Than $500,000 Large Scale Projects: Most likely contracted A/E Design Services Advertised to public for open competition Form of Contract AIA A-101 & A-201 With Supplemental Conditions

PROCURING CONSTRUCTION DOCUMENTS The Notice of Intent to Award (NITA) Notify Contractor of Intent to Award Example included in packet Owner requests contractor provide certain documents prior to making award or notice to proceed: boxes will be checked on NITA (see handout)

PROCURING CONSTRUCTION DOCUMENTS Purchasing verifies all documents are complete and confirms: WV Insurance Commission Surety is authorized to conduct business in WV WV Dept. of Labor (DOL) Contractor’s license in good standing Status with Worker’s Compensation and Unemployment Compensation

PROCURING CONSTRUCTION DOCUMENTS As a WV State Agency – building permits are not typically required City of Morgantown B&O Taxes – Certificate of Release prior to final payment Contract issued then PM issues Notice to Proceed (NTP) Purchasing updates FIMS with construction start and end dates

OPEN END TASK ORDER AWARD Bid is reviewed and accepted or rejected Accepted – NITA is issued Have a maximum of 15 calendar days to submit required documents

OPEN END TASK AWARD Contractor must provide the following: Proof of insurance which meets WVU requirements Performance Bond Labor and Material Bond Maintenance Bond (if applicable) Copy of WV Contractor’s license City of Morgantown Contractor’s license Proof of Worker’s Compensation coverage

OPEN END TASK ORDER AWARD CONT. Contractor Must Provide: Purchasing Affidavit Drug-Free Workplace Affidavit (Projects Over $100,000) Copy of Contractor’s Alcohol & Drug Free Workplace Plan (Projects Over $100,000) If applicable – State of WV Vendor Registration & FIMS Registration Certified Payrolls are required to be submitted on all projects

PUBLIC BID AWARD Bid is reviewed and accepted or rejected Accepted – NITA is issued, maximum of 15 calendar days to submit required documents Certified Payrolls are required to be submitted on all projects

PUBLIC BID AWARD Contractor must provide: Proof of insurance which meets WVU requirements Performance Bond Labor and Material Bond Maintenance Bond (if applicable) Copy of WV Contractor’s license City of Morgantown Contractor’s license Proof of Worker’s Compensation coverage

PUBLIC BID AWARD Contractor Must Provide: Purchasing Affidavit Drug-Free Workplace Affidavit (projects over $100,000) Copy of Contractor’s Alcohol & Drug Free Workplace Plan (projects over $100,000) If applicable – State of WV Vendor Registration & FIMS Registration If Contract is over one million dollars - Must schedule meeting with North Central West Virginia Building & Construction Trades Council

PAYMENT PROCESS ALL invoices are to be submitted to Purchasing, Contracts and Payment Services (PCPS), PO Box 6024, Morgantown, WV OETO and Public Bid Contract (AIA) invoices must be properly completed using the AIA G701 and G702 Forms Invoice must include all Certified Payrolls Invoice will not be processed unless all documentation is received with the invoice

PAYMENT PROCESS If Invoice is accepted it is sent to the Facilities PM for approval of the work Once the PM has approved the work the invoice is submitted for payment.

RETAINAGE Applications for payment 10% withheld on all invoices Retainage may be reduced to 5% when project is 50% complete and reduction is approved by PM

FINAL PAYMENT Contractor must notify PM and/or Architect that work is ready for final inspection and acceptance Architect or WVU Facilities must promptly conduct inspection to determine if (“WORK IS ACCEPTABLE AND CONTRACT FULLY PERFORMED”)

FINAL PAYMENT Contractor must submit with request for final payment: An Affidavit that payrolls, fills for materials and equipment have been paid Certificate evidencing insurance (30 Days effect after final payment) Consent of Surety Proof that all applicable State, Federal and Local B&O taxes have been paid Any further documents specifically identified in the contract documents, e.g. AS BlLLED.

WARNINGS DO NOT work without a purchase order Can result in not being paid for work performed DO NOT accept P-Card for payment for construction services Can result in not being paid for work performed

WARNINGS Prevailing Wages All construction projects over $1 MUST pay prevailing wages Certified Payrolls submitted with invoices Ethics Do things the right way Operate within State Code

WARNINGS Change Orders Only PM or Procurement can authorize a change order DO NOT take direction from anyone but the PM or Procurement

WARNINGS Monetary Thresholds Under $25,000 provide small construction documentation Over $25,000 must be bid $25,000 to $500,000 bid using Open End contracts Electronically Bid Over $500,000 advertised and publicly bid Sealed bids

CONTACT INFORMATION Contact Joe Fisher Donna Sisler Mark Stewart Dan Batson Clint Nuzum P osition Chief Procurement Officer Assistant Director Vendor Relations Associate Director Construction Services Assoc. Director of Design & Construction Services Purchasing Agent (304) Joe.Fisher Donna.Sisler Mark.Stewart Daniel.Batson Clinton.Nuzum