The Procurement Phase Deliverable Guide to organization and content
The Procurement Phase Deliverable Guide to organization and content Office of Facilities Construction and Renovation, Yale University Why have a “deliverable”? • Summarize Work Effort • Lay Foundation for – Letters of Authorization – Construction Phase Reporting Summarize the Work Effort Document the procurement path • Assure complete Scope coverage • Represent Fiduciary Responsibility – Bidders have been carefully considered – Pricing represents optimum combination of • service • quality • cost – Procurement process is • free of collusion and impropriety • conducted in an ethical and lawful manner, Summarize the Work Effort Explain the business arrangement – Summarize the procurement strategy – Show - Base Bids • combinations of Alternates and Allowances • sequence of acceptance and • interrelationships of Trade Packages • Allocation of General Requirements to Bid Packages Summarize the Work Effort Expedite Authorization Letters – The Deliverable Represents our mutual understanding of the whole project – Use base data to construct authorization letters Elements of the Deliverable • Similar to GMP Presentation – The Wheel is not “reinvented” • Incorporates Cost-Plus Concepts – New Rubber for the New Road • Initiates “life-of-the-project” reporting Table of Contents • Elements of the Deliverable Cost Recap – Construction Cost Summary – Cost Reconciliations: 50% Construction Documents v Construction Cost Summary • Demonstrate Due Diligence – – – – – – – • Documentation of OCIP Compliance Bid Results & Analysis Specified Alternates Clarifications and Assumptions Un-boughts Index of Statements of Scope and Contract Documents used for Bid Packages Index & Summary of Requests for Information (RFI’s) Explain the Business Arrangement – – – – CPM Construction Schedule Staff Histogram Reimbursable Estimate Summary General Requirements Costs and Allocation • Life-of-Project Reporting – General Conditions Tracking Tool – Cash-Flow Projection – Budget Report – Sample Letter of Authorization Cost Recap Construction Cost Summary • • • • • • • • • Trade packages General Requirements General Conditions Permit Insurance CM’s Bond Unboughts OCIP CREDIT Fee Cost Reconciliation • 50% CD v BID • Identify Delta – Indicate overruns in (RED) • Comment on Difference Demonstrate Due Diligence Demonstrate OCIP Compliance Risk Strategies must acknowledge • Review • Acceptance - Of successful Bidders Bid Results • Identify Low Qualified Bidder – Confirm scope comparability – Explain: If less than three bidders • Show EMR • Carry Insurance as part of Bid. Scope of Work Items in Estimate format Bid Analysis Identify if “DIRECT” or “UNBOUGHT” List Bidders and confirm that items are included Specified Alternates • Show OCIP participation as Deduct Alternate (Credit) • “Decision Due” • Source or Origination Unboughts • • • • • • Scope that can not be bought at time of contract General scope is known Cost Parameters are defined Funds are earmarked Documented in ‘A’ letter Held by the CM until the need is actually realized. • Excess funds returned as CCD Un-Boughts • Organize by Bid Package • Identify Cost • Cite source / justification Clarifications and Assumptions • DO: – Make it succinct and complete – identify issues: • not identified in the design documents • not resolved in the RFI process – explain the allocation or use of Unboughts • Flush mount fire extinguisher cabinets for rated walls are unavailable. Specified manufacturer out of business and product line discontinued. No approved flush-mount units identified at this time. Price reflects same quantity of surface mount cabinets. Cost of custom-premium flush-mount units identified as #31 in Unboughts • Core boring through slabs over occupied spaces will be set-up at the end of shift and performed the following day between 5AM and 7AM with clean-up complete by 8AM. Overnight work time is not included Clarifications and Assumptions • DON’T • Populate list with generic disclaimers – – We exclude the handling of any and all hazardous materials found during any interior work. We have reviewed the documents but take no responsibility for their compliance with the State of Connecticut Basic Building Code, the Fire Code or City of New Haven Zoning Ordinances as applicable. • Pave a path to Change Orders – We have included only the cost of plaster removal, replacement, and repainting in the quantities necessary to channel for new convenience outlets in gypsum block walls. • Make excuses for Pre-Construction Phase omissions – – "Mechanical price assumes clear path to all locations for AHU placement." "Mechanical Price assumes reuse of existing pump bases and includes no concrete pads at new pump locations." Index of Scopes of Work, Contract Drawings and Specifications used for Bid Packages • List Bid Packages • Provide Scope of Work – Identify General Requirements items provided in Scope • List Documents distributed with each package. Index and Summary of Requests for Information Basic Information: • Log reference • Question • Date & Source • Response • Date & Respondent Explain the Business Arrangement Staff Histogram Adjust Staffing for Construction Phase Reimbursable Estimate Summary • Categories from Responsibility Matrix • Show Summary totals • Detail is carried using Outline Feature General Requirements Costs and Allocation Indicate costs Allocated to • CM or • Trade Contract • Summarize to RESPONSIBILITY MATRIX categories Construction Phase Reporting General Conditions Tracking Tool • Summarizes – General Requirements Cost Allocations – General Conditions Expenses – Staff Histogram • Indicates “Estimate” v “Actual” status of – Cost-to-Date – Cost to finish General Conditions Tracking Tool -Organization • General Requirements link to the “General Requirements Worksheet” • Administrative Expenses linked to the “Reimbursable Estimate Worksheet” • Staff Costs linked to the “Staff Chart Worksheet” General Conditions Tracking Tool - Organization VIEWS • Estimate • Actual General Conditions Tracking Tool CPM Construction Schedule Executive Summary Organize to correspond activity sequence Use Baselines to identify the original Schedule Identify the status current to end-of-month reporting date Explain variances from predicted schedule targets For activities that have fallen behind, Explain how the deficit will be made current Cash-Flow Projection Cash Flow Work in Place Volume (thousands) 7000 6000 Baseline 5000 Current Projected Actual to Date 4000 3000 2000 1000 0 38808 38899 38991 39083 Month 39173 39264 39356 Cash Flow WIP S Curve 70000 65000 60000 55000 50000 Volume (thousands) 45000 40000 35000 30000 25000 20000 Baseline Cumulative 15000 Projected Cumulative 10000 Actual Cumulative 5000 0 38808 38838 38869 38899 38930 38961 38991 39022 39052 39083 39114 39142 39173 39203 39234 39264 39295 39326 39356 39387 39417 Budget Report The Authorization Letter Submission Sample Authorization Package • Letter • Bid Award Justification • Un-bought Summary • Buy-Out Status Authorization Letter Identify CM & Project Stated Recommendation Recommended Bidder Other Bidders Award Comparison Authorization Letter (continued) • Required Attachments • General Requirements attestation • Buy-out Status • Signatures • Notice to Proceed Bid Award Justification For Each Bid Package: Bid Results •Highlight Successful Bidder •Rank other Bidders Award Comparison •Estimate v Award •Savings v Overrun Un-bought Summary • • • • Identify Bid Packages List Un-bought Items Identify Method of Valuation Associate with Authorization Letter Buy-Out Status List: •Bid Package •SubContractor •Authorization letter •CM Estimate •Award Amount •Savings/Overrun •Comments The Procurement Phase Deliverable Guide to organization and content
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