Procurement of Construction Services

Purpose

To establish the parameters for procurement and delivery of construction-related services on or in any campus facility or property.

Scope

This policy applies to all units of the university.

Authority

Facilities & Services has the delegated authority and responsibility to supply or procure construction-related services for the university (Business and Financial Policies and Procedures Section 1.3.1).

Policy

In exercising its delegated authority and responsibility to supply or procure construction-related services for the university, Facilities & Services must:

  • Review and approve all unit requests to use non-university contractors to perform construction-related services. Units cannot use the services of a non-university contractor without first receiving a Construction Permit from Facilities & Services.
  • Review the scope of requested construction, remodeling, or renovation work to determine whether Engineering Services is required.
  • Coordinate construction-related services on any construction, remodeling, or renovation work that requires Engineering Services or where the cost of the work exceeds the small purchase limit (currently $100,000) in the Illinois Procurement Code (30 ILCS 500/20-20).
    • Where the work does not require Engineering Services and the cost of the work is less than the small purchase limit (currently $100,000) in the Illinois Procurement Code  (30 ILCS 500/20-20), a unit may coordinate construction, remodeling, or renovation work with its own staff or may choose to have Facilities & Services coordinate that work.
  • Inspect work as needed to confirm construction-related services have been completed according to applicable contract documents, laws, and standards prior to final payment being made to contractors.

Facilities & Services will assist units by establishing estimates for construction, remodeling, and renovation work and for Engineering Services provided by Facilities & Services Design Services unit.

Definitions

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 construction, remodeling, and renovation work 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 Facilities & Services authorizing the contractor to commence performance of the work.

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 work 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.

Fixed-Price Bid means a project price that is not subject to adjustment because of variations in the cost of performing the work specified in the bid other than customary provisions authorizing price adjustments due to modifications to the scope of work. A contingency will be listed on the Fixed-Price Bid as a separate line item. The contingency will only be billed against with approval from the unit and is used to address such items as changes in scope, unforeseen conditions, and cost to accelerate the delivery schedule.

Small Construction Project means construction, remodeling, and renovation work where the  total cost of non- bid purchases and non-university contractors does not exceed the bid limit (currently $250,000) in the Illinois Procurement Code (30 ILCS 500/30-30). The work by any single non-university contractor and the work 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.

Processes/Procedures/Guidelines

Capital Projects

See the University Office for Capital Programs and Real Estate Services’ website at www.uocpres.uillinois.edu.

Small Construction Projects

A combination of university staff and non-university contractors through Contractor Services, Job Order Contracting (JOC), Purchasing, and competitive bidding may be used to deliver Small Construction Project work.

To facilitate Facilities & Services review and approval process for Small Construction Projects, units must complete and submit a Request for Construction Services at my.fs.illinois.edu. Facilities & Services 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 work. In some cases, requested work will require Engineering Services.

If the proposed Small Construction Project is approved after appropriate review, Facilities & Services will issue a Construction Permit that authorizes a contractor to commence performance of the work. Contractors are prohibited from performing construction-related services without express authorization from Facilities & Services.

All construction, remodeling, or renovation work must conform with University of Illinois at Urbana-Champaign Facilities Standards and applicable laws. Facilities & Services will inspect the work as needed and approve final payment to contractors.

For All Estimates:

To request an estimate for Capital Projects, units should contact the Capital Planning Department. For Small Construction Projects, units must submit all requests for estimates through the Facilities & Services portal (my.fs.illinois.edu). The appropriate service providers within Facilities & Services will contact the unit contact person if further information is needed to develop the requested estimate. When necessary, a representative from Facilities & Services will coordinate the work of multiple service providers.

For Budget and Planning Estimates:

A representative from Facilities & Services will provide the estimate using gross unit costs and estimated areas with the understanding that the scope of work is not completely defined. Engineering review is limited to general conversations about the electrical, mechanical, and structural needs and existing site conditions. Actual construction costs will vary based on adherence to the scope of work identified and defined in the original estimate, as well as phasing and scheduling changes that occur subsequent to original discussions.

For Time and Material Estimates and Fixed Cost Bids:

A representative from Facilities & Services will work with the unit contact person to clearly define the scope of work in writing.  Engineering Services may be involved to develop a detailed scope of work and to create construction documents for use in developing a Time and Material Estimate or Fixed Cost Bid. Facilities & Services will 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 Small Construction Projects, either the unit or a representative from Facilities & Services may engage Facilities & Services Design Services department to discuss scope of work and to develop an estimate for required Engineering Services. To request an estimate for Engineering Services on Capital Projects, units should contact the Capital Planning Department.

Exceptions

The Executive Director of Facilities and Services may approve exceptions to this policy.

Contact

Questions about Capital Projects should be directed to the Associate Director for Capital Planning, (217) 265-6515. Questions about Small Construction Projects should be directed to the Director of Engineering & Construction Services Division, (217) 244-6425.