1. Bidding Capital Project at the University of Illinois for Contractors1
July 2015
Helen Coleman, Director
Elizabeth Stegmaier, Associate Director
LaTonya Webb, Assistant Director
Fred Coleman, Director of Diversity
University of Illinois at Urbana-Champaign
2015 Contractor Training
July 2015

2. Comments from Allan Stratman,
Executive Director of Facilities & Services
2015 Contractor Training
July 2015

3. AGENDA Pre-Qualification Bid Checklist Material Deficiency Checklist
Certs & Statutory Requirements
Financial Disclosures
MAFBE Overview
Contract Preparation
Upcoming Projects
AGENDA
2015 Contractor Training
July 2015

4. Pre-Qualification
Register for the Vendor Services Application (VSA)
VSA Help Document
Submit Application in Contractor Annual Prequalification System (CAPS)
Getting Started – CAPS
STATE FARM CENTER
ABBOTT POWER PLANT
2015 Contractor Training
July 2015

5. Navigation to VSA and CAPS
Source:
2015 Contractor Training
2015 Contractor Training
July 2015

6. Source: https://przm.apps.uillinois.edu/
VSA Application Main
Source:
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July 2015

7. VSA Registration Page
Source:
SURVEYING BUILDING
2015 Contractor Training
July 2015

8. VSA Required Information Legal Vendor Name Vendor Type Type of Firm
Name of Principal Officer
State Incorporated
Illinois Dept. of Human Rights #
Vendor MAFBE Profile (If applicable)
CMS Certification Type
CMS Certification Expiration Date
Registered Agent Information
Organizational Profile (Name, address, phone, contact info.)
User Profile (Name, Title, , Phone)
2015 Contractor Training
July 2015

9. Getting Started - CAPS
2015 Contractor Training
July 2015

10. Contractor Annual Prequalification (CAPS)
Registered agent information is inconsistent with Secretary of State business registration information
IDHR # is expired or missing
Documentation provided for legal disclosures is inadequate
Insufficient experience in division of work for which applying
Minimum of 10 projects provided with reference information.
Must include at least 2 public works projects
All projects were completed within the past 5 years
Projects must have included work specific to the division of work for which applying
Common Mistakes
2015 Contractor Training
July 2015

11. Surety letter and power of attorney are missing or insufficient.
Attachments are missing or have errors. Required attachments include:
Surety Letter and Power of Attorney
Board of Elections Electronic Certificate
Substance Abuse Policy
Certification and Statutory Requirements Form
Financial Disclosure and Conflict of Interest Form
Explanation of legal disclosures (if applicable)
MBE/FBE CMS Certification documentation (if applicable)
Substance abuse policy does not meet minimum state requirements.
Common Mistakes
2015 Contractor Training
July 2015

12. CAPS Reference Links
Illinois Dept. of Human Rights
Secretary of State Business Services Corporate Search
Board of Elections Registration
Substance Abuse Prevention on Public Works Projects Act (820 ILCS 265/)
2015 Contractor Training
July 2015

13. Source: http://www.uocpres.uillinois.edu/contractors/contracts
Bid Checklist
Source:
2015 Contractor Training
July 2015

14. Material Deficiency Checklist
Source: Section , 10.2.A Material Deficiencies
2015 Contractor Training
July 2015

15. Most Common Material Deficiencies
Source: Section , 10.2.A Material Deficiencies
2015 Contractor Training
July 2015

16. Senate Bill 51/Public Act 096-0795
As part of the requirements of Public Act , bidders are required to complete certain certifications and disclosures for themselves, and upon award for their subcontractors. This is accomplished via the following forms:
Certifications and Statutory Requirements Form
Financial Disclosures and Potential Conflicts of Interest Form
Fillable forms are located at:
2015 Contractor Training
July 2015

17. Certs & Statutory Requirements
Source:
2015 Contractor Training
July 2015

18. Certs & Statutory Requirements
Failure to provide vendor name, IDHR # or IDHR expiration date (#18)
Failure to check the non-applicable line if the vendor has <14 FTE (#18)
Failure to check the appropriate boxes regarding business with Iran and Board of Elections registration (#32 and #33)
Incorrect Apprenticeship Training Number provided. The name/number of local union is not acceptable (#39)
Failure to provide project name and all information in the signature block
Common Mistakes
Source:
2015 Contractor Training
July 2015

19. Financial Disclosures
Source:
2015 Contractor Training
July 2015

20. Financial Disclosures
Failure to provide Illinois Procurement Bulletin number
Failure to select Instrument of ownership of beneficial interest (company type) from dropdown menu
Failure to complete a separate form for all parent entities and/or owners that are companies or trusts
Failure to check both ownership disclosure statements in Step 2
Failure to answer Step 4 – 7 for each owner listed in Step 2 and the company itself
Common Mistakes
2015 Contractor Training
July 2015

21. Financial Disclosures
Failure to provide ALL information requested in Step 8
Failure to indicate “procurement relationship” (Prime of Sub) for each project listed in Step 8 and on attachment, if applicable
Failure to provide Step 8 attachment in the same format as the table on the form and required information is missing, if applicable
Common Mistakes
2015 Contractor Training
July 2015

22. Contract Execution Checklist
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July 2015

23. Contract Execution Checklist
Failure to submit all contract paperwork within the 15 days provided in the contract documents
Failure to provide powers of attorney for each bond
Failure to include executed Attachment A for each MBE/FBE used towards MAFBE goals
Dollar value on Attachment A does not equal or exceed the value on Attachment B submitted with the bid
Insurance and Builder’s Risk certificates are not executed correctly
Failure to list Board of Trustee as additional insured
Failure to provide waiver of subrogation clause
Common Mistakes
2015 Contractor Training
July 2015

24. Failure to include project name and number
Failure to provide coverage for entire project amount (BRI)
Failure to include Earthquake and Flood Coverage when required (BRI)
Failure to provide a properly executed sealed/signed corporate signature authority letter
Failure to ensure to send the Project Labor Agreements to the East Central Illinois Building & Trades Counsel and are signed and submitted to our office
Common Mistakes
2015 Contractor Training
July 2015

25. MBE/FBE/FMB Capital Construction Goals
- Established by University Board of Trustees September 2010
- 15% in Urbana, Peoria and Springfield, 22% in Chicago
- Goal is a combined goal and can be met using Tier I subcontractors and suppliers (Tier I = direct subcontractor/supplier to prime bidder only)
- Goal applies to each division of work bid and any amount that is bid within a division of work
- Goal applies to base bids and alternate(s) bid, combined or separately
2015 Contractor Training
July 2015

26. MBE/FBE/FMB Eligibility Requirements
- ONLY vendors certified by IL CMS BEP as MBE, FBE or FMB are recognized and counted towards MBE/FBE goals by the University.
- Use the Illinois Central Management Services Business Enterprise Program (IL CMS BEP) Vendor Directory to confirm a vendors MBE/FBE/FMB status
- IL CMS BEP Directory is found at:
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EVERITT LAB
LEVIS CENTER
2015 Contractor Training
July 2015

27. Bidding Requirements
- Must utilize Attachment B to list MBE/FBE/FMB and proposed utilization $
- IL CMS BEP Certification required for each vendor listed; otherwise no goal credit or a material deficiency
- Proposed utilization in dollars will be converted to a percentage to determine if goal is met or not
- Proposed utilization is maintained through contract award, schedule of values and utilization of MBE/FBE/FMB vendor on project
2015 Contractor Training
July 2015

28. Verification of MBE/FBE/FMB with Bid
MBE/FBE/FMB vendors certification status is found by viewing and printing the vendor profile
Expiration date shown on IL CMS BEP profile must be a date in the future before bid opening date
Submit IL CMS BEP vendor profile with bidding documents
IL CMS BEP profile sample
2015 Contractor Training
July 2015

29. Good Faith Effort (GFE) When Goal Not Met
GFE documentation due within 7 calendar days of bid opening.
GFE begins with attendance at pre-bid meeting where resources to find MBE/FBE/FMB vendors is shared in pre-bid meeting packet
Invitation to Bid (ITB) identifies all scope prime advertises to MBE_FBE vendors in order to meet the goal
ITB sent to MBE/FBE/FMB community 2X
Phone calls placed to MBE/FBE/FMB list a minimum of 3 days prior to bid opening if goal not met
ITB sent to any MBE/FBE/FMB vendor that can provide supplies or perform any work scope in the proposed University construction advertisement—local and regional. Regions = Peoria, Springfield, Chicago, Danville, Decatur, and Bloomington
GFE documentation compared to prime bidders that did meet the goal
Expectation:
2015 Contractor Training
July 2015

30. Commercially Useful Function Policy
- Enterprises which might be considered “pass-throughs” or “fronts” are not permitted
- University recognizes Illinois Central Management Services (IL CMS) does not address “commercially useful function” in minority and female business enterprise certification review process
- CMS policy is for each agency to adopt their own rules for determining “commercially useful function—University is drafting a more comprehensive policy
MECHANICAL ENGINEERING BUILDING
NOYES LAB
2015 Contractor Training
July 2015

31. Illinois Public Higher Education Procurement Bulletin website -
Upcoming Projects
F&S website –
future projects
Illinois Public Higher Education Procurement Bulletin website -
current ads
Check if first link is still valid. If not, please update.
2015 Contractor Training
July 2015

32. Upcoming Projects (Over $5M)
Project Number
Project Title
Anticipated Bid Date
Divisions of Work
Project Budget
U13024
CERL MAIN BUILDING ADDITION (Rebid)
9/15/2015
1,2,3,4,5
$ 7,000,000
U14072
SURVEYING BUILDING RENOVATION
10/15/2015
TBD
$ 8,000,000
U14111
ABBOTT POWER PLANT - GAS BOILER REPLACEMENT - PHASE 2
12/21/2015
$ 9,500,000
U14088
EVERITT LABORATORY RENOVATION - BIOENGINEERING GRAINGER ENGINEERING BREAKTHROUGHS INITIATIVE (Early Bid Package)
9/1/2015
$ 50,000,000
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EVERITT LABORATORY
SURVEYING BUILDING RENOVATION
2015 Contractor Training
July 2015

33. Questions?
Presentation will be available at:
Check link.
2015 Contractor Training
July 2015