1. 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

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

3. 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

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

5. 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

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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. Professional Services Consultant Selection (PSC)
Qualifications Based Selection Process:
Advertisement is posted on the Illinois Procurement Bulletin – Public Institutions for Higher Education ( 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

14. Professional Services Consultant Selection (PSC)
Qualifications Based Selection Process – Negotiations & Contracting
Planner negotiates fees with PSC per published fee policy
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
Navigating Capital Projects Delivery Process
June 2018

15. 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

16. 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

17. Qualifications Based Selection Process – Tips for Success
Resources
Qualifications Based Selection Process – Tips for Success
University Office & Capital Programs & Real Estate Services (UOCP & RES) (
Click on Design Professionals
Illinois Procurement Bulletin
Navigating Capital Projects Delivery Process
June 2018

18. 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

19. 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

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

21. 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

22. 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.
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

23. How VOSB/SDVOSB Goals are Established
Public Act 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:
The VBP Act established the goal for professional services contracts at 3%
Navigating Capital Projects Delivery Process
June 2018

24. 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 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

25. 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

26. 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

27. 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

28. 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

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

30. 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

31. 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

32. 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

33. 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

34. 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
Reminders and Highlights
Navigating Capital Projects Delivery Process
June 2018

35. 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

36. 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
Navigating Capital Projects Delivery Process
June 2018

37. Link to Today’s Presentation
Facilities & Services (
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

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