1 FACILITIES SERVICES PLANNING & CONSTRUCTION DEPARTMENT. STANDARD OPERATING PROCEDURES (SOP). PURCHASE ORDERS/ PROJECT PACKAGES and CONSTRUCTION DOCUMENTS. CONSTRUCTION PROJECT PROCEDURES . TABLE OF CONTENTS. ITEMS REQUIRING CUSTOMER ACTION .Page 2. I. CONSTRUCTION PROJECTS ($50, and Over) FORMAL ..Page 2. II. CONSTRUCTINO PROJECTS ($50, and Over) 5. III. CONTRUCTION PROJECTS ($25, - $50,000) 7. IV. CONSTRUCTION PROJECTS ($5, to $25,000) SPOT. PURCHASE .Page 10. V. CONSTRUCTION PROJECTS LESS THAN $5,000 LIMITED PO .Page 11. VI. PROCEDURES AFTER WORK HAS COMMENCED ON PROJECT . APPLIES TO ALL PROJECTS, REGARDLESS OF DOLLAR VALUE.
2 Page 12. VII. PROCEDURES AFTER PROJECT COMPLETION .Page 14. VIII. document CHECKLIST FOR PLANNING & CONSTRUCTION . PROJECT FILE Page 15. XI. LIST OF CONSTRUCTION FORMS Page 16. All purchases shall abide by The Texas A&M System Uniform General and Supplementary Conditions, Supplemental General Conditions, and Bid Terms & Conditions, regardless of whether awarded as competitive bid, JOC, Co-op, or to vendor recommended by Department. Wording to this effect shall be included on all scopes of work/bid requests/bid solicitations/purchase orders/contracts, with online links. Page | 1. NOTE: EVPFA = Executive Vice President of Finance & Administration 02-28-12.
3 FS = Facilities Services P&C = Planning & CONSTRUCTION Department PD= Procurement & Disbursement AP = Accounts Payable EH&S = Environmental Health&Safety FACILITIES SERVICES PLANNING & CONSTRUCTION DEPARTMENT. STANDARD OPERATING PROCEDURES (SOP). PURCHASE ORDERS/ PROJECT PACKAGES and CONSTRUCTION DOCUMENTS. ITEMS REQUIRING CUSTOMER ACTION. 1. Submit FMR to EVPFA for Space Management approval 2. Meet with Planning & CONSTRUCTION to discuss PROJECT , if required, as determined by Planning & CONSTRUCTION . 3. Receive and return approved Scope of Work with authorized signature, date, and account number 4.
4 Receive and return Estimate Approval with authorized signature, date, and account number 5. Submit Work Order for Move-Out/Move-In, if required, to Facilities Services Grounds Manager 6. Submit Work Order for Telecom, Data, Transfers, if required, to Telecom Help Desk. 7. Attend Final Inspection of PROJECT with Planning & CONSTRUCTION . I. CONSTRUCTION PROJECTS ($50, and Over) FORMAL). PROCEDURES FROM FMR TO NOTICE TO PROCEED. 1. CUSTOMER submits FMR to EVPFA for Space Management approval. 2. FMR is then routed to FS Director for signature and will then be routed to P&C. 3. P&C enters as PROJECT into TMA and PROJECT number is assigned.
5 4. P&C meets with CUSTOMER to discuss scope of work A. Parameters of work and design for the proposed PROJECT are established by CUSTOMER. B. P&C will review FMR & CUSTOMER's parameters and design to determine if the PROJECT will be processed through a JOC/Cooperative vendor or officially bid out by the Purchasing Department or accomplished by in-house staff. No furniture/supplies or items of that nature shall be included in any FMR routed to P&C. C. P&C prepares Scope of Work and submits to CUSTOMER for approval and signature. Scope of Work shall NOT include work involved with CUSTOMER move-out/move-in.
6 Upon receipt of signed, approved Scope of Work, P&C will prepare CONSTRUCTION documents as required, and obtain estimates. D. Estimate Approval will be submitted to CUSTOMER for approval. Estimate Approval shall include costs for Telecom, Data, Transfers, but CUSTOMER is responsible for submitting Work Order for these items. Estimate Approval shall not include costs for Move-out/Move- in fees CUSTOMER is responsible for these fees and submitting Work Order for this item. E. Bid Tabulation will be prepared and approved and signed by P&C Assistant Director and FS. Director and submitted to PD Buyer, with copy retained in PROJECT file.
7 F. All required State documents, registrations, testing will be submitted by P&C, with copies retained in PROJECT file. 5. CONSTRUCTION Documents, Bid or Proposal Process, and Award Process by formal Invitation for Page | 2. NOTE: EVPFA = Executive Vice President of Finance & Administration 02-28-12. FS = Facilities Services P&C = Planning & CONSTRUCTION Department PD= Procurement & Disbursement AP = Accounts Payable EH&S = Environmental Health&Safety FACILITIES SERVICES PLANNING & CONSTRUCTION DEPARTMENT. STANDARD OPERATING PROCEDURES (SOP). PURCHASE ORDERS/ PROJECT PACKAGES and CONSTRUCTION DOCUMENTS.
8 Bid (IFB) or Competitive Sealed Proposal(CSP). A. P&C will provide preparation of CONSTRUCTION documents/drawing specifications or will determine if Architect & Engineer (A/E) should be selected to provide same. B. If A/E are to be utilized, these PROCEDURES will be followed: i. A/E will be chosen from master list of pre-approved architects/engineers. ii. Meeting will be scheduled with A/E to discuss PROJECT , budget, and certification requirements. iii. A/E will provide estimate proposal to be approved by FS Director & P&C Assistant Director. iv. Job Order will be issued by P&C to A/E for signature and return to P&C.
9 Job Order will then be routed to FS Purchasing Specialist with estimate proposal. FS. Purchasing Specialist will enter into FAMIS to create requisition number (R#) to encumber funds. FS Purchasing Specialist will scan all documents and route to PD. Buyer, retaining a copy for their files. PD Buyer will route Job Order to proper departments for additional signatures as required. v. PD will issue Purchase Order to A/E, with copies to FS Purchasing Specialist and P&C. vi. A/E will be responsible for providing sealed drawings and sealed specifications and will conduct all inspections and registrations and provide all requirements as outlined in A/E contract.
10 C. FS Purchasing Specialist will create a requisition in FAMIS to encumber funds for the PROJECT . i. Upon receipt of requisition, PD Buyer will assign Bid #. PD Buyer will then meet with P&C to determine Mandatory Attendance Pre-Bid Date/Time (if applicable), and Bid Opening Date/Time. ii. P&C will create a limited purchase order for advertising in the Corpus Christi Caller Times and, if applicable, a Vendor List Recommendation. Ad must run for two consecutive Sundays. iii. P&C will submit general scope of work, plans, and detail division/specification sheets for Purchasing to insert into bid package.