University of Illinois at Urbana- Champaign Navigating the University of Illinois Capital Projects Delivery Process for Professional Services Consultants HELEN COLEMAN, INTERIM EXECUTIVE DIRECTOR FOR FACILITIES AND SERVICES TED CHRISTY, ASSOCIATE DIRECTOR FOR PROJECT PLANNING LATONYA WEBB, ASSISTANT DIRECTOR FOR CONTRACTS ADMINISTRATION SANDRA YOO, INTERIM ASSOCIATE DIRECTOR FOR PROJECT MANAGEMENT Navigating Capital Projects Delivery Process June 2018

Helen coleman Interim executive director for Facilities & services Welcome Helen coleman Interim executive director for Facilities & services Navigating Capital Projects Delivery Process June 2018

Active Capital Projects By Dollar Volume 75 Current Projects Totaling $692M (2) AE Selection- $62M (21) Design- $33.3M (5) Bid & Award – $1.9M (2) Feasibility- $0.6M (36) Construction – $334.2M (9) Planning - $18.3M Navigating Capital Projects Delivery Process June 2018

Active Capital Projects By Phase and Category Navigating Capital Projects Delivery Process June 2018

AGENDA Delivering Capital Projects at Urbana Diversity Participation Project Management, Facilities Standards and Commissioning Upcoming Projects Questions and Answers Shrink fonts of items below the line Navigating Capital Projects Delivery Process June 2018

DELIVERING CAPITAL PROJECTS AT URBANA TED CHRISTY ASSOCIATE DIRECTOR FOR PROJECT PLANNING Navigating Capital Projects Delivery Process June 2018

Capital Projects Delivery Process Overview Project Planning Project initiation phase Programming phase Project approval phase Professional Service Consultant (PSC) selection & contracting phase Project Management Project Management hand-off phase Design phase Engineering Quality Assurance – Overview Bid and award Construction phase Warranty and Closeout phase Navigating Capital Projects Delivery Process June 2018

Professional Services Consultant Selection (PSC) Three Methods Of Contracting PSC’s Retainer work orders Small project contracts Qualifications Based Selection (QBS) process Navigating Capital Projects Delivery Process June 2018

Professional Services Consultant Selection (PSC) Order for all Contracting Methods Contracting process is about 1 month (varies) PSC work begins upon receipt of a fully executed contract PSC contracts are only issued through the Capital Programs Division Purchase Orders are not an approved contracting method for design services No contract = No work = No $$ Navigating Capital Projects Delivery Process June 2018

Professional Services Consultant Selection (PSC) #1: Retainer Work Orders Retainer contracts are utilized on projects <$2.5M and fees <$500K Professional Services Consultant selections are current for FY18 through FY21 Contracts are for one fiscal year, with the option to renew 3 additional years (4 years total) Renewals completed for FY19 (4) Architects, (2) Civil, Environmental, Historic Preservation Architect, (2) Illinois Height Modernization, (2) LiDAR, (3) Mechanical/Electrical/Plumbing, Natural Gas Engineer, (2) Structural, (2) Utility Engineers, Airport Engineers, and Landscape Architect New retainers will be selected for FY22, beginning December 2020 Navigating Capital Projects Delivery Process June 2018

Professional Services Consultant Selection (PSC) #2: Small Project Contracts Utilized only on projects where fees are <$25K; includes reimbursable Any firm in good standing with Illinois may be selected Negotiations are reported to Procurement Communications Reporting System Standard short form contract, minimal time savings Navigating Capital Projects Delivery Process June 2018

Professional Services Consultant Selection (PSC) #3: Qualifications Based Selection (QBS) Process – Selection Committee For any project that we do not utilize our Retainer firm or a small project contract Selection Committee Members: Planners – Chair College/Dept. representative (client) Engineering Quality Assurance University Office of Capital Programs and Real Estate Services (UOCPRES) Special case representative Navigating Capital Projects Delivery Process June 2018

Professional Services Consultant Selection (PSC) Qualifications Based Selection Process: Advertisement is posted on the Illinois Procurement Bulletin – Public Institutions for Higher Education (https://www.procure.stateuniv.state.il.us) for a minimum of 15 days Detailed Program Statement is included with the advertisement Selection Committee reviews all submittals per the criteria listed in the advertisement Selection Committee will select 3-5 firms for discussion meetings Selection Committee holds discussion meetings with firms per the criteria listed in their notification letter Selection Committee ranks top 3 firms Receive approval to negotiate with recommended PSC team Navigating Capital Projects Delivery Process June 2018

Professional Services Consultant Selection (PSC) Qualifications Based Selection Process – Negotiations & Contracting Planner negotiates fees with PSC per published fee policy https://www.uocpres.uillinois.edu/UserFiles/Servers/Server_7758/file/UI/manual/cpssfnp.pdf PSC submits proposal, Upside input work sheet, attachments and insurance certificates If Planner & PSC are unable to come to an agreement in a timely manner, the Planner will move on to firm #2 Conversations regarding negotiations may need to be posted to Procurement Communications Reporting System until PSC is approved and posted to Procurement Policy Board (PPB) Debriefing may occur after contracts are posted to the Procurement Policy Board website https://www.procure.stateuniv.state.il.us Navigating Capital Projects Delivery Process June 2018

Professional Services Consultant Selection (PSC) Qualifications Based Selection Process – Tips for Success Prime must be pre-qualified with CDB Prime must be licensed to practice as an Architect, Engineer, or Landscape Architect in the State of Illinois Prime shall have a Professional Design Firm registration unless practicing as a sole proprietor Prime must be registered & authorized to do business in the State of Illinois Prime must be in good standing with the State of Illinois (annual process) Prime and Subs - Diversity certification through CMS only - goal 20% of contract amount Prime and Subs - VOSB certification – goal 3% Meaningful participation of full team Navigating Capital Projects Delivery Process June 2018

Professional Services Consultant Selection (PSC) Qualifications Based Selection Process – Tips for Success Current Board of Elections Certificate Prime must provide Financial Disclosures and Conflict of Interest forms Utilization of web-based Project Management System (PRZM) Electronic copy of the packet submitted in pdf format – Official Record–Upload closes at 4:00 pm on Date of Submission Must be willing to sign our contract & provide the insurance as stated Sign up for Illinois Public Higher Education Procurement Bulletin notification Navigating Capital Projects Delivery Process June 2018

Qualifications Based Selection Process – Tips for Success Resources Qualifications Based Selection Process – Tips for Success University Office & Capital Programs & Real Estate Services (UOCP & RES) (http://www.uocpres.uillinois.edu/) Click on Design Professionals Illinois Procurement Bulletin https://www.procure.stateuniv.state.il.us Navigating Capital Projects Delivery Process June 2018

Professional Services Consultant Contract Timeline Project Approval to Executed PSA 1 month (avg.) – Retainer 2 months (avg.) – Short Form Contracts 6 months (avg.) - QBS < $5M 7 months (avg.) - QBS > $5M BOT Project Approval BOT PSC Approval for Fees > $1M Navigating Capital Projects Delivery Process June 2018

Project Management Hand-off Planner transfers information to Project Manager (PM) Fully executed PSC contract (PSA) Fully executed program statement Balanced budget Current schedule Navigating Capital Projects Delivery Process June 2018

DIVERSITY PARTICIPATION IN CAPITAL PROGRAMS PROFESSIONAL SERVICES LATONYA WEBB ASSISTANT DIRECTOR FOR CONTRACTS ADMINISTRATION Navigating Capital Projects Delivery Process June 2018

The University of Illinois at Urbana-Champaign Diversity Goals 20% or more MBE/FBE/PBE (Minority, Female, Person with Disabilities-owned Business Enterprise) 3% or more VOSB/SDVOSB (Veteran-owned/Service Disabled Veteran-owned Small Business) Navigating Capital Projects Delivery Process June 2018

How MBE/FBE/PBE Goals are Established 30 IL CS 575 is the Business Enterprise for Minorities, Females, and Persons with Disabilities Act (BEP Act) that establishes participation goals for businesses owned by minorities, females and persons with disabilities (MBE/FBE/PBE) on state contracts. The BEP Act defines minorities, females and persons with disabilities and defines the criteria that must be met to be considered a MBE/FBE/PBE owned business. Only firms certified by the Illinois Department of Central Management Services (CMS) Business Enterprise Program (BEP) are recognized in achievement of the MBE/FBE/PBE goal. For program eligibility information and to register, please visit the BEP website’s vendor registration page. https://www2.illinois.gov/cms/business/sell2/bep/pages/vendor_registration.aspx The BEP Act establishes the overall goal for professional service contracts at 20%. The University views the 20% MBE/FBE/PBE goal as a “combined” goal which can be met using any combination of MBE/FBE/PBE certified firms. Navigating Capital Projects Delivery Process June 2018

How VOSB/SDVOSB Goals are Established Public Act 097-0260 is the Veterans Business Program Act (VBP Act) that establishes VOSB/SDVOSB participation goals for state contracts. The VBP Act defines a veteran/service-disabled veteran and defines a VOSB and SDVOSB Only firms certified by the Illinois Department of Central Management Services (CMS) Veteran Business Program (VBP) are recognized in achievement of the VOSB/SDVOSB goal. For program eligibility and registration information, please visit: https://www2.illinois.gov/cms/business/sell2/Pages/VeteranownedBusinesses.aspx The VBP Act established the goal for professional services contracts at 3% Navigating Capital Projects Delivery Process June 2018

How Diversity Goals are Evaluated in the QBS Process Submittals must Identify CMS certified MBE/FBE/PBE & VOSB/SDVOSB on CDB SF 255 in their proposal. In the INITIAL evaluation of proposals The MBE/FBE/PBE & VOSB/SDVOSB goals are combined and represents the diverse business participation criteria, which is one of 5 or more criteria that are scored. Each criteria, except the diverse business criteria, is given a point value of 1 - 10 pts. The diverse business criteria is scored per the following scoring matrices. The score can not have a value greater than 10% of the total sum value of all the QBS selection criteria (8 criteria x 10 points = 80 total, the score value can not exceed 8 PTS) Navigating Capital Projects Delivery Process June 2018

How Points Are Allotted for MBE/FBE/PBE & VOSB/SDVOSB When Both Goals Are Met Based on the vendors goal and number of total criteria, a pre-determined point value for the goal submitted is used in the initial rank of proposals Navigating Capital Projects Delivery Process June 2018

How Points Are Allotted for MBE/FBE/PBE & VOSB/SDVOSB When Either Goal is Not Met Based on the vendors goal and number of total criteria, a pre-determined point value for the goal submitted is used in the initial rank of proposals Navigating Capital Projects Delivery Process June 2018

How Diversity Goals are Utilized in the QBS Process after Initial Evaluation After a short list is determined The goals are not quantitatively included as a distinct and separate evaluation criteria. They are considered along with the other criteria the campus uses to help determine the team they feel is best suited to meet the overall interests of the University Navigating Capital Projects Delivery Process June 2018

How Diverse Business Participation is Monitored During PSC contract negotiations and throughout the course of the project, the goals stated on the SF 255 in section 7 are compared to the Attachment D of the Professional Service Consultant Agreement where sub consultant utilization is identified. PSC are required to utilized the approved diverse firms for the amount indicated in their contract. If the PSC feels it is necessary to make a change that affects a diverse vendor or its participation amount, a written request with a detailed justification and documentation must be submitted to the university Project Manager (PM) prior to a change being made. The PM will route to the Office of Procurement Diversity for approval. Reports on diversity spend are generated during the project to ensure the appropriate level of diversity utilization is achieved Navigating Capital Projects Delivery Process June 2018

PROJECT MANAGEMENT, FACILITIES STANDARDS & COMMISSIONING SANDRA YOO INTERIM ASSOCIATE DIRECTOR FOR PROJECT MANAGEMENT Navigating Capital Projects Delivery Process June 2018

Project Management Hand-off Planner transfers information to Project Manager (PM) Fully executed PSC contract (PSA) Fully executed program statement Balanced budget Current schedule Navigating Capital Projects Delivery Process June 2018

Project Management PM is the main point of contact for the University of Illinois at Urbana Champaign Client PSC Team Planner Other Stakeholders Navigating Capital Projects Delivery Process June 2018

Project Management Duties Manage design Manage Bid and Award phase for construction contracts Manage construction Perform project closeout Navigating Capital Projects Delivery Process June 2018

Engineering Quality Assurance Engineering Quality Assurance (EQA) develops and maintains Facility Standards and verifies compliance F&S Standards PSC QBS Selection Committee member Review scope and owner’s project requirements Technical document deview Technical support/variance requests Constructability review Shop drawing review Inspection/field observation Commissioning Warranty Navigating Capital Projects Delivery Process June 2018

Project Management Reminders and Highlights CSI format 40 Divisions of Work - Required to BID 5 Payments through web based system Link to F&S Standards http://www.fs.illinois.edu/resources/facilities-standards Reminders and Highlights Navigating Capital Projects Delivery Process June 2018

Project Management Performance Evaluations (PSC and Contractor) Conceptualization – Completed by Planner Pre-Construction (Design) Construction Evaluation topics Quality of design Thoroughness of deliverables Responsiveness Meeting contractual obligations in a timely manner Communications with owner and contractors Navigating Capital Projects Delivery Process June 2018

Upcoming Projects and Completed Studies Altgeld Hall/Illini Hall #1 Priority for Campus State Capital Budget Request DIA - Track and Field Replacement Japan House Addition Digital Computer Lab – Life Safety and HVAC Upgrades Wohlers Hall Life Safety Upgrades RAL Expansion Feasibility Study AFS R&R 2020 Feasibility Studies That May Lead to Projects Ubben Expansion Feasibility Study Library Redevelopment Plan, Programming and Conceptual Design Study Art & Design Building – Space Consolidation Feasibility Study Orchard Downs Community Center Renovation and Expansion Feasibility Study Beckman Institute - Café Remodeling Feasibility Study Illini Union – Facility Study *Subject to change without notice: See Illinois Higher Education Procurement Bulletin http://www.procure.stateuniv.state.il.us Navigating Capital Projects Delivery Process June 2018

Link to Today’s Presentation Facilities & Services (http://fs.illinois.edu/) Under Divisions - Capital Programs Under Related Links - Professional Services Consultant Information Navigating the University of Illinois Capital Projects Delivery Process Navigating Capital Projects Delivery Process June 2018

Capital Programs: University of Illinois at Urbana-Champaign Questions? Navigating Capital Projects Delivery Process June 2018