Uniform Public Construction Cost Accounting (UPCCA) presented by: Kevin Cobb AIA/ARA, the Addington Partnership William Duncan IV, Taft College December 2004

UPCCA is option for public entities Reduces restrictions on Public Contract Code Procedures Reduces restrictions on Public Contract Code Procedures Has some additional notifications, reporting and tracking procedures Has some additional notifications, reporting and tracking procedures Requires an annual advertisement for Contractors Requires an annual advertisement for Contractors

Bidding Options Public Contract Code Procedures Public Contract Code Procedures RFP, projects $0 to $15,000 RFP, projects $0 to $15,000 Formal bidding projects $15,000 and up Formal bidding projects $15,000 and up Uniform Public Construction Cost Accounting Uniform Public Construction Cost Accounting RFP, projects $0 to $25,000 RFP, projects $0 to $25,000 Informal bidding, projects $25,000 to $100,000 Informal bidding, projects $25,000 to $100,000 May go up to $110,000 with 4/5 board approval May go up to $110,000 with 4/5 board approval Formal bidding, projects $100,000 and up Formal bidding, projects $100,000 and up

Public Contract Code Procedures Public Contract Code Procedures RFP, projects $0 to $15,000 Notice to Proposers identifying project, bid time/place and contacts. Notice to Proposers identifying project, bid time/place and contacts. Instructions to proposers detailing procedures during bidding. Instructions to proposers detailing procedures during bidding. Insurance, bonds if required Insurance, bonds if required Prevailing wage requirements Prevailing wage requirements Site examination Site examination Taxes Taxes Proposal form Proposal form Bid amount Bid amount Prevailing wage certification Prevailing wage certification Workers compensation certification Workers compensation certification Non-collusion affidavit Non-collusion affidavit Sub-contractor listing Sub-contractor listing Signature of proposer Signature of proposer Notice of award form requesting required documents. Notice of award form requesting required documents.

Public Contract Code Procedures Public Contract Code Procedures Formal Bidding projects $15,000 and up Construction Documents Construction Documents Project Manual (specs) Project Manual (specs) Plans Plans Advertisement to bid Advertisement to bid Instructions to bidders Instructions to bidders Insurance and bonds Insurance and bonds Prevailing wage requirements Prevailing wage requirements Site examination Site examination Taxes Taxes Liquidated damages if any Liquidated damages if any License requirements License requirements Bid proposal form Bid proposal form Bid amount Bid amount Prevailing wage certification Prevailing wage certification Workers compensation certification Workers compensation certification Non-collusion affidavit Non-collusion affidavit Sub-contractor listing Sub-contractor listing Signature of bidder/bid bond Signature of bidder/bid bond Notice of award form requesting required documents Notice of award form requesting required documents.

Uniform Public Construction Cost Accounting Uniform Public Construction Cost Accounting RFP, projects $0 to $25,000 Notice to Proposers identifying project, bid time/place and contacts. Notice to Proposers identifying project, bid time/place and contacts. Instructions to proposers detailing procedures during bidding. Instructions to proposers detailing procedures during bidding. Insurance, bonds if required Insurance, bonds if required Prevailing wage requirements Prevailing wage requirements Site examination Site examination Taxes Taxes Proposal form Proposal form Bid amount Bid amount Prevailing wage certification Prevailing wage certification Workers compensation certification Workers compensation certification Non-collusion affidavit Non-collusion affidavit Sub-contractor listing Sub-contractor listing Signature of proposer Signature of proposer Notice of award form requesting required documents. Notice of award form requesting required documents.

Uniform Public Construction Cost Accounting Uniform Public Construction Cost Accounting Informal projects $25,000 to $100,000 Construction Documents Construction Documents Project Manual (specs) Project Manual (specs) Plans Plans Invitation to bid and listing in Trade Journals Invitation to bid and listing in Trade Journals Instructions to bidders Instructions to bidders Insurance and bonds Insurance and bonds Prevailing wage requirements Prevailing wage requirements Site examination Site examination Taxes Taxes Liquidated damages if any Liquidated damages if any License requirements License requirements Bid proposal form Bid proposal form Bid amount Bid amount Prevailing wage certification Prevailing wage certification Workers compensation certification Workers compensation certification Non-collusion affidavit Non-collusion affidavit Sub-contractor listing Sub-contractor listing Signature of bidder/bid bond Signature of bidder/bid bond Notice of award form requesting required documents Notice of award form requesting required documents.

Uniform Public Construction Cost Accounting Uniform Public Construction Cost Accounting Formal Bidding projects $100,000 and up Construction Documents Construction Documents Project Manual (specs) Project Manual (specs) Plans Plans Advertisement to bid Advertisement to bid Instructions to bidders Instructions to bidders Insurance and bonds Insurance and bonds Prevailing wage requirements Prevailing wage requirements Site examination Site examination Taxes Taxes Liquidated damages if any Liquidated damages if any License requirements License requirements Bid proposal form Bid proposal form Bid amount Bid amount Prevailing wage certification Prevailing wage certification Workers compensation certification Workers compensation certification Non-collusion affidavit Non-collusion affidavit Sub-contractor listing Sub-contractor listing Signature of bidder/bid bond Signature of bidder/bid bond Notice of award form requesting required documents Notice of award form requesting required documents.

Uniform Public Construction Cost Accounting - Auditing Project Based Accounting Required Project Based Accounting Required Separate Audit for each project Separate Audit for each project Funding sources identified for each portion or portions of project Funding sources identified for each portion or portions of project Budget for each portion of project Budget for each portion of project Already being done for all campus projects Already being done for all campus projects Good business practice, regardless! Good business practice, regardless!

Uses of System Scheduled Maintenance Scheduled Maintenance RFP to $25,000 for more small projects to local Contractors RFP to $25,000 for more small projects to local Contractors Use informal bidding up to $100,000 for roofing, painting, ac paving and other SM work with only invitations to bid Use informal bidding up to $100,000 for roofing, painting, ac paving and other SM work with only invitations to bid Hazardous Materials Hazardous Materials Works well for small abatement projects associated with local work Works well for small abatement projects associated with local work Local Projects Local Projects Small renovations and wall relocations work well as it allows you to work more smaller local contractors/vendors. Small renovations and wall relocations work well as it allows you to work more smaller local contractors/vendors. Can save time Can save time Can shorten total delivery time Can shorten total delivery time

Questions from Contractors How do I get on the list? How do I get on the list? Send a letter requesting to be on the informal bidder list of bidders. Send a letter requesting to be on the informal bidder list of bidders. How do I get notified about a project coming up? How do I get notified about a project coming up? You as a college are obligated to notify all informal bidders a minimum of 10 days before bids are due. You as a college are obligated to notify all informal bidders a minimum of 10 days before bids are due. How is bidding handled? How is bidding handled? Just like normal bidding except the extra notification requirement. Just like normal bidding except the extra notification requirement. How does this affect MBE/WBE? How does this affect MBE/WBE? No change, it is still only a census for each project that is tabulated on an annual basis. No change, it is still only a census for each project that is tabulated on an annual basis. Prevailing wage required? Prevailing wage required? Just like normal projects Just like normal projects

Client Satisfaction Pros Pros District can do more work with RFP process up to $25,000, compared to $15,000 as allowed by PCC District can do more work with RFP process up to $25,000, compared to $15,000 as allowed by PCC Informal bidding allows shorter project delivery times Informal bidding allows shorter project delivery times Informal bidding can reduce overall project delivery cost Informal bidding can reduce overall project delivery cost Cons Cons Paperwork of notifying trade journals as well as list of Contractors / Bidders on list Paperwork of notifying trade journals as well as list of Contractors / Bidders on list Compiling annual list of bidders Compiling annual list of bidders Notification requirement of trade journals 30 days prior to bid date on formal projects Notification requirement of trade journals 30 days prior to bid date on formal projects Audit requirements Audit requirements

Does it work? Yes, but Yes, but Be prepared for more paperwork for bidding. The need to control the bidding system to allow proper notification i.e. trade journals etc. Be prepared for more paperwork for bidding. The need to control the bidding system to allow proper notification i.e. trade journals etc. You must keep an annual list of contractor and cannot control who is on it. You must notify every bidder on list that related to a project. You must keep an annual list of contractor and cannot control who is on it. You must notify every bidder on list that related to a project. Yes, but Yes, but Be prepared for questions from contractors asking to be on list that you do not like to work with. We have found out that most contractors do not know about the system and do not hear about your projects unless you want them to. This does give you some indirect control of who is on your list. Be prepared for questions from contractors asking to be on list that you do not like to work with. We have found out that most contractors do not know about the system and do not hear about your projects unless you want them to. This does give you some indirect control of who is on your list.

Summary of Requirements Adoption by Board of Trustees Adoption by Board of Trustees Annual advertisement for Contractor Contacts Annual advertisement for Contractor Contacts Trade Journal notifications Trade Journal notifications Expenditure audit trail by budget by project Expenditure audit trail by budget by project

Questions?