State System of Higher Education Commonwealth of Pennsylvania System Overview SSHE-ARCH/ENGR-2016 Kick-Off Conferences Robert F. Unger Director of Construction Management
Purpose of this Overview So that firms can better: understand who is who understand our funding and projects understand our requirements, processes, etc.
State System of Higher Education Act 188 of 1982, as amended: enabling legislation authorized to execute and administer contracts for construction, repair, renovation, and maintenance projects, except capital projects considered a State-affiliated entity must comply with Commonwealth statutes
At the Office of the Chancellor Assistant Vice Chancellor for Facilities provides: project funding policies and approvals other facilities-related functions Construction Support Office provides: policy, guidance, and oversight of facilities procurement coordination, advice, and assistance to universities administration of centrally-held open-end contracts The System s Governing Body: Board of Governors
The Universities 14 Universities, with: 100,000+ students almost 5,000 acres of land (2,950 developed) approx. 900 buildings; 30 million square feet Universities have professional facilities and contracting staffs operate independently University s Governing Body: Council of Trustees
Organization Office of the Chancellor Administration and Finance Division Vice Chancellor, Jim Dillon Facilities Management Assistant Vice Chancellor, Steve Dupes Includes CSO Office Strategic Sourcing/Procurement Other than design/construction Other Offices: Accounting, Budget, etc.
Organization Typical University Organization Administration and Finance Vice President Director Facilities Director Procurement/Contracting Other Offices: Accounting, Budget, etc. Director Planning, Design, and Construction Director Facilities Operations Facilities Contracts Specialist(s) Supplies and Services
Facilities Projects Unger's Project Categories and Types: 1. Commonwealth Capital projects 2. university capital projects 3. university renovation/maintenance projects 4. special projects There are always exceptions! And, universities may use different terms.
Facilities Projects 1. Commonwealth Capital projects For E&G (Educational & General) facilities Legislative authorization Funding from Governor s annual allocation ($65 million; general obligation bonds) Projects prioritized by System s 5-year Spending Plan Funding may be supplemented by the university DGS is design and construction agent 2. university capital projects 3. university renovation/maintenance projects 4. special projects
Facilities Projects 1. Commonwealth Capital projects 2. university capital projects For auxiliary facilities (self-supporting activities); involve student fees; require approvals For other projects not receiving Commonwealth funds System bond financing University awards and administers design and construction contracts 3. university renovation/maintenance projects 4. special projects
Facilities Projects 1. Commonwealth Capital projects 2. university capital projects 3. university renovation/maintenance projects Typically funded from KEY 93, infrastructure funding, operating budget, and other sources University responsible for design and construction Use of open-end contracts for design 1. special projects
Facilities Projects 1. Commonwealth Capital projects 2. university capital projects 3. university renovation/maintenance projects 4. special projects Student housing typically executed by an affiliated 501(c)(3) entity, using System preapproved private developers GESA projects Other special projects funded and executed via special means, or under special rules or requirements
must comply with Commonwealth statutes Commonwealth Procurement Code, 62 P.S. Act 57, 1998; various amendments requires public notice, low bid, etc. Separations Act (PL 155, 1913), as amended applies to projects over $25,000 must have separate contracts for heating, ventilating, plumbing, and electrical Prevailing Wage Act and E-Verify apply to projects over $25,000
Hierarchy of Requirements Documents Management Directives and Executive Orders Commonwealth Procurement Code, PaS 62 Act 188, PASSHE Enabling Legislation DGS documents and procedures BOG Policy 1998-04-A, Procurement no System regulations System standard contracts implementing Manuals general guidance
System Construction Contracts Construction Contract and Solicitation Documents: totally revised documents published in 2014 includes Division 1 Specs (universities may revise) annual reviews and updates current forms called 2016K110 also 2016K111 form to use with eprocurement Exchange Design Professional Agreement: totally revised documents for these ARCH/ENGR contracts need to work on revising the design scope of services (Article 4 to Rider B)
CSO Procedures Manuals Manual for the Procurement & Administration of Construction Contracts: reference for procuring and administering construction contracts totally revised in 2014; updated annually E/A Instructions Manual: previously provided to AE s as reference for instructions for preparing design submittals and bid packages mostly relying on 1998 version; will soon go away Professional Services Manual: reference for procuring and administering professional services contracts mostly relying on 1998 version; will soon be revised
Other System Manuals Facilities Manual: maintained by Assistant Vice Chancellor for Facilities covers project funding processes, master planning, space programming, real estate, etc. posted on the public web site; updated continually Contracts Manual: maintained by Office of Chief Legal Counsel covers contracting basics, forms and formats, etc.; focuses on regular supply and services contracting mostly relying on 2007 version; but being revised; generally not available to the public
System Meetings and Training Contract Specialists Conferences: semi-annual (usually October and April) almost never have outside firms present Project Managers Conferences: annual (early Spring) sometimes have outside firms present Facilities Directors Meetings: semi-annual (usually October and April) almost never have outside firms present Other Meetings and Venues: KAPPA primarily COAA, PFMA, others
System Web Sites CSO Web Site: project, contract, organizational, and link info http://www.passhe.edu/inside/anf/fac/procurement/pages/default.aspx eprocurement Exchange: advertisement of projects/contracts; on-line upload of bids/proposals link from CSO web site https://passhe.procureware.com/login?returnurl=%2fhome University Web Sites: are varied; may have worthwhile project/contract info can link to them from CSO web site System Intranet (SharePoint) not public
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