The Procurement Phase Deliverable Guide to organization and content

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The Procurement Phase DeliverableGuide to
organization and content

• Office of Facilities Construction and Renovation,
• Yale University

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Why have a deliverable?

• Summarize Work Effort
• Lay Foundation for
• Letters of Authorization
• Construction Phase Reporting

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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,

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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

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Summarize the Work Effort

• Expedite Authorization Letters
• The Deliverable Represents our mutual
  understanding of the whole project
• Use base data to construct authorization letters

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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

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Elements of the Deliverable
Table of Contents

• Cost Recap
• Construction Cost Summary
• Cost Reconciliations50 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
  (RFIs)
• 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

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Cost Recap
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ConstructionCost Summary

• Trade packages
• General Requirements
• General Conditions
• Permit
• Insurance
• CMs Bond
• Unboughts
• OCIP CREDIT
• Fee

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CostReconciliation

• 50 CD v BID
• Identify Delta
• Indicate over-runs in (RED)
• Comment on Difference

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Demonstrate Due Diligence
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Demonstrate OCIP Compliance

• Risk Strategies must acknowledge
• Review
• Acceptance
• - Of successful Bidders

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Bid Results

• Identify Low Qualified Bidder
• Confirm scope comparability
• Explain If less than three bidders
• Show EMR
• Carry Insurance as part of Bid.

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Bid Analysis
Scope of Work Items in Estimate format Identify
if DIRECT or UNBOUGHT List Bidders and
confirm that items are included
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Specified Alternates

• Show OCIP participation as Deduct Alternate
  (Credit)
• Decision Due
• Source or Origination

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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

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Un-Boughts

• Organize by Bid Package
• Identify Cost
• Cite source / justification

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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

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Clarifications and Assumptions

• DONT
• 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."

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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.

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Index and Summary ofRequests for Information

• Basic Information
• Log reference
• Question
• Date Source
• Response
• Date Respondent

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Explain the Business Arrangement
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Staff Histogram
Adjust Staffing for Construction Phase
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Reimbursable Estimate Summary

• Categories from Responsibility Matrix
• Show Summary totals
• Detail is carried using Outline Feature

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General RequirementsCosts andAllocation

• Indicate costs Allocated to
• CM or
• Trade Contract
• Summarize to RESPONSIBILITY MATRIX categories

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Construction Phase Reporting
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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

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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

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General Conditions Tracking Tool - Organization

• VIEWS
• Estimate
• Actual

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General Conditions Tracking Tool
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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
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Cash-Flow Projection
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Cash Flow
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Cash Flow
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Budget Report
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The Authorization Letter Submission
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SampleAuthorizationPackage

• Letter
• Bid Award Justification
• Un-bought Summary
• Buy-Out Status

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Authorization Letter
Identify CM Project Stated Recommendation Recom
mended Bidder Other Bidders Award Comparison
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Authorization Letter(continued)

• Required Attachments
• General Requirements attestation
• Buy-out Status
• Signatures
• Notice to Proceed

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Bid Award Justification

• For Each Bid Package
• Bid Results
• Highlight Successful Bidder
• Rank other Bidders
• Award Comparison
• Estimate v Award
• Savings v Overrun

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Un-bought Summary

• Identify Bid Packages
• List Un-bought Items
• Identify Method of Valuation
• Associate with Authorization Letter

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Buy-Out Status

• List
• Bid Package
• SubContractor
• Authorization letter
• CM Estimate
• Award Amount
• Savings/Overrun
• Comments

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• The Procurement Phase DeliverableGuide to
  organization and content