To establish parameters for procurement and delivery of construction services on or in any campus facility or property.
This policy applies to all units of the university.
Facilities & Services (F&S) has the delegated authority and responsibility to procure and deliver construction services for the university.
In exercising its delegated authority and responsibility to procure and deliver construction services for the university, F&S must review and approve all unit requests to use contractors or university team members to perform construction services. Units cannot use the services of a contractor without first receiving a Construction Permit from F&S.
F&S can assist units by establishing estimates for construction services and for Engineering Services provided by F&S Design Services department.
Budget and Planning Estimate means a quick and reasonable range of costs for a proposed project that is solely for budget and planning purposes and is not a construction estimate.
Capital Project means any construction services with a total cost that exceeds the bid limit (currently $250,000) in the Illinois Procurement Code (30 ILCS 500/30-30).
Construction Permit means written authorization from F&S authorizing the contractor to commence performance of the work (construction or maintenance services).
Construction Services mean building, altering, repairing, improving, or demolishing any public structure or building, or making improvements of any kind to public real property. Construction Services do not include the routine operation, routine repair, or routine maintenance of existing structures, buildings, or real property (Illinois Procurement Code 30 ILCS 500 1-15.20).
Contractor means any person or entity having a direct contract or purchase order with the university for the performance or supply of any portion of the construction services required by the construction permit and contract documents or the supply of any materials, services, equipment, or installation services.
Engineering Estimate means an estimated price for professional services to develop and document a project scope of work. It does not include actual or anticipated construction costs.
Engineering Services means professional design services performed by licensed architects and engineers and their staff. Per their respective Illinois Practice Acts, licensed Illinois design professionals, including but not limited to architects, professional engineers, and structural engineers are required to develop technical submissions (also commonly referred to as construction documents) consisting of designs, drawings, and specifications and other documents required in the construction process in connection with the construction services of any private or public building, building structure, building project, or addition to, or alteration, or restoration thereof.
Small Construction Project means construction services where the total cost of non-competitively priced purchases and contractors does not exceed the bid limit (currently $250,000) in the Illinois Procurement Code (30 ILCS 500/30-30). The construction services performed by any single contractor and the construction services performed within a single division of work may not exceed the small purchase limit (currently $100,000) in the Illinois Procurement Code (30 ILCS 500/20-20).
Time and Material Estimate means an agreed basis for labor performed and payment for materials supplied. A Time and Material Estimate is treated as an indefinite quantity estimate.
Variance Committee consists of representatives from the unit (customer), F&S, and Technology Services to review, approve, and archive proposed variances to University Facilities Standards on construction services completed across campus.
Capital Projects
See the System Office of Capital, Utilities, & Real Estate www.uocpres.uillinois.edu.
Small Construction Projects
A combination of university team members and contractors through Contractor Services, Job Order Contracting, Purchasing, and competitive bidding may be used to deliver Small Construction Project Construction Services.
To facilitate F&S review and approval process for Small Construction Projects, units must complete and submit a request for Construction Services at my.fs.illinois.edu. F&S will review requests for Construction Services to determine potential impact on building systems, utilities, and safety. Unit personnel submitting a request must include a clear and descriptive scope of Construction Services. In some cases, requested Construction Services will require Engineering Services.
If the proposed Small Construction Project is approved after appropriate review, F&S will issue a Construction Permit that authorizes a Contractor to commence performance of the Construction or Maintenance Services. Contractors are prohibited from performing Construction- or Maintenance Services without express authorization from F&S.
All Construction Services must comply with applicable codes and applicable laws and should either conform with University Facilities Standards or document any variances from these standards with approval from the Variance Committee.
F&S will inspect the Construction Services as needed and approve final payment to Contractors.
For All Estimates:
To request an estimate for Capital Projects, units should submit an Exhibit 1 form to F&S to determine best available delivery method including but not limited to development of estimates for the proposed Construction Services. For Small Construction Projects, units must submit all requests for estimates through the F&S portal (my.fs.illinois.edu). The appropriate service providers within F&S will contact the unit contact person if further information is needed to develop the requested estimate.
For Budget and Planning Estimates:
A representative from F&S will provide the estimate using gross unit costs and estimated areas with the understanding that the scope of construction services is not completely defined. Engineering review is limited to general conversations about the architectural, electrical, mechanical, and structural needs and existing site conditions. Actual construction costs may vary based on the scope of construction services identified in construction documents compared to that defined in the original planning estimate, as well as phasing and scheduling changes that occur subsequent to original planning discussions.
For Time and Material Estimates:
A representative from F&S will work with the unit contact person to clearly define the scope of Construction Services in writing. Engineering Services may be involved in developing a detailed scope of Construction Services and creating construction documents for use in developing a Time and Material Estimate. F&S typically do not itemize cost components for the unit. Estimates older than 30 days may not be accurate or valid due to various factors and may require an updated estimate.
For Engineering Estimates:
For Engineering Services to be provided by the F&S Design Services team, either the unit or a representative from F&S may engage F&S Design Services department to discuss scope of work and to develop an estimate for required Engineering Services. To request an estimate for Engineering Services that are not planned to be designed by F&S Design Services team, units should contact the Planning division to board an external Professional Services Consultant team.
The associate vice chancellor/executive director of F&S may approve exceptions to this policy.
Contact F&S Service Office at 217-333-0340 for any questions regarding procurement or delivery of Construction Services.