UNIVERSITY OF CALIFORNIA
OFFICE OF THE PRESIDENT

FACILITIES MANUAL
VOLUME 5

TABLE OF CONTENTS

INTRODUCTION TO THE FACILITIES MANUAL

VOLUME INTRODUCTION AND SUMMARY

PART I: BIDDING

Chapter 1 Methods of Contractor Selection

INTRODUCTION

1.1 COMPETITIVE BIDDING

1.1.1 Formal vs Informal Competive Bidding

1.1.2 Federally Funded Projects

1.2 NOT USED

1.3 NEGOTIATED CONTRACTING

1.4 DURATION OF THE BIDDING PERIOD

1.5 EQUAL OPPORTUNITY POLICY

1.5.1 Outreach

1.5.2 Certification

1.5.3 Statistical Records

Chapter 2 Bidding Documents

INTRODUCTION

2.1 BIDDING DOCUMENT TYPES

2.2 BIDDING DOCUMENT REVIEW

Chapter 3 Preparing to Solicit Bids

INTRODUCTION

3.1 CONDITIONS PREREQUISITE TO BIDDING

3.2 AVAILABILITY OF FUNDS

3.2.1 State-Funded Projects

3.2.2 Non-State Funded Projects

3.3 CONCURRENT APPROVAL BY FUNDING AGENCY

3.3.1 State-Funded Projects

3.3.2 Lease-Revenue Bond-Funded Projects

3.4 PROJECT FILE MAINTENANCE

3.5 COMPLIANCE WITH STATE AND FEDERAL LAW OR REGULATION

Chapter 4 Determining Bidder Responsibility

INTRODUCTION

4.1 RESPONSIBILITY: ORIGIN AND POLICY

4.2 STANDARD BIDDING DOCUMENT REQUIREMENTS

4.3 PREQUALIFICATION

4.3.1 Prequalification Guidelines

4.3.2 Contractor Prequalification Procedures

4.3.3 Subcontractor Prequalification Procedures

4.4 QUALIFICATION

4.4.1 Qualification Guidelines

4.4.2 Qualification Procedures

4.5 DISQUALIFICATION

4.5.1 Disqualification Guidelines

4.5.2 Disqualification Procedures

Chapter 5 Soliciting Bids

INTRODUCTION

5.1 SOLICITING FORMAL COMPETITIVE BIDS

5.1.1 Advertising for Bids

5.1.2 Issuing Bidding Documents

5.1.3 Pre-Bid Conference

5.1.4 Modification or Withdrawal of Bids Before the Bid Deadline

5.1.5 Procedure for Selection of Alternates

5.2 SOLICITING INFORMAL COMPETITIVE BIDS

5.2.1 Withdrawal of Bids Before the Bid Deadline

5.3 ADDENDA

Chapter 6 Receiving and Opening Bids

INTRODUCTION

6.1 BID DEADLINE

6.2 RECEIVING COMPETITIVE BIDS

6.2.1 Bid Submittal Requirements

6.2.2 Facility Procedures

6.2.3 Modification or Withdrawal of Bids After the Bid Deadline

6.3 OPENING COMPETITIVE BIDS

6.3.1 Facility Procedures

6.4 RECEIVING INFORMAL BIDS

6.4.1 Bid Submittal Requirements

6.4.2 Facility Procedures

6.4.3 Withdrawal of Bids After the Bid Deadline

6.5 OPENING INFORMAL BIDS

6.5.1 Facility Procedures

Chapter 7 Reviewing and Evaluating Bids

INTRODUCTION

7.1 RESPONSIVE AND NONRESPONSIVE BIDS

7.1.1 Bid Irregularities

7.2 BID PROTESTS

7.3 EVALUATING BIDS

7.3.1 Preparing the Bid Summary

7.3.2 Alternates

7.3.3 Separate Bids and Combined Bids

7.4 DETERMINING THE LOWEST RESPONSIBLE BIDDER

7.5 REJECTION OF ALL BIDS

Chapter 8 Executing and Awarding the Contract

INTRODUCTION

8.1 CONDITIONS PREREQUISITE TO CONTRACT EXECUTION AND AWARD

8.2 CONCURRENT APPROVAL OF AWARD BY FUNDING AGENCY

8.2.1 State-Funded Projects

8.2.2 Projects Under Department Of Energy Contracts

8.2.3 Federally or Non-State-Funded Projects

8.3 FUNDING OF RELATED CONSTRUCTION OR EQUIPMENT

8.4 NOTIFYING THE LOWEST RESPONSIBLE BIDDER

8.4.1 Forfeiture of Bid Bond

8.5 REQUIRED BIDDER SUBMITTALS

8.5.1 Performance and Payment Bonds

8.5.2 Certificates of Insurance

8.5.3 Contractor's Statement of Experience and Financial Condition

8.6 EXECUTING THE CONTRACT

8.6.1 Corporate Seal and Attest

8.7 AWARDING THE CONTRACT

8.7.1 Document Maintenance Before Award

8.7.2 Custody of Construction Documents

8.7.3 Reporting the Award to the Office of the President

8.8 EARLY START OF CONSTRUCTION

8.9 NOTICE TO PROCEED

8.10 RECORDING THE CONTRACT DOCUMENTS

Chapter 9 Bid Protests

INTRODUCTION

9.1 BID PROTESTS

9.1.1 Filing a Bid Protest

9.1.2 Facility Review of the Protest

9.1.3 Construction Review Board Appeal

Chapter 10 Contractor Substitution Durinig The Bidding Period

PART II: CONSTRUCTION ADMINISTRATION

Chapter 1 Contract Administration

INTRODUCTION

1.1 CONTRACT ADMINISTRATION RESPONSIBILITY AND POLICY

1.1.1 The University and the University's Representative

1.1.2 Facility Responsibilities

1.1.3 Keeping a Project File

1.1.4 Administration of Projects Funded by Federal Grants

1.2 PRECONSTRUCTION CONFERENCE (KICK-OFF)

1.3 SUBMITTALS

1.3.1 Schedules

1.3.2 Shop Drawings

1.3.3 Product Data and Samples

1.3.4 Test Reports

1.3.5 Requests for Substitution of Materials and Equipment

1.4 ASSIGNMENTS

1.5 SUBSTITUTION OF SUBCONTRACTORS AFTER CONTRACT AWARD

1.5.1 Authorized Grounds for Consenting to a Contractor's Request for Substitution

1.5.2 Procedures for Substitution Requests on Grounds Other Than a Clerical Error

1.5.3 Consent Does Not Change the Contract

1.5.4 Failure to Specify a Subcontractor

1.5.5Penalty for Violating Fair Practices Act Provisions

1.6 INSURANCE AND BONDS

1.6.1 Payment Bond

1.6.2 Performance Bond

1.6.3 Liability Insurance

1.6.4 Builder's Risk Property Insurance and Loss Reporting

Chapter 2 Field Administration

INTRODUCTION

2.1 FIELD OBSERVATION

2.2 INSPECTION POLICY AND RESPONSIBILITY

2.2.1 Allocating Inspection Responsibility

2.2.2 Basic Inspection Staff

2.2.3 Geotechnical Engineering and Inspection

2.2.4 Hospital Safety Standards and Inspection

2.3 TESTING

2.4 SURVEYING

2.5 PROJECT PROGRESS MEETINGS

2.6 RESPONSIBILITY FOR SAFETY

Chapter 3 Contract Modifications

INTRODUCTION

3.1 FIELD ORDERS

3.1.1 Payment for Work Directed by a Field Order

3.2 CHANGE ORDERS

3.2.1 Cost Proposals

3.2.2 Change Order Execution

3.2.3 Change Orders and Beneficial Occupancy

3.2.4 Change Orders and the Notice of Completion

3.2.5 Contractor Disapproval of Change Orders

3.2.6 Substantial Changes to the Work After Contract Award

3.2.7 Guidelines for Substantial Change Orders

3.2.8 Change Orders Changing the Scope of Work

3.2.9 Change Orders for Post-Award Alternates

3.2.10 Authority Needed to Negotiate and Execute Change Orders

3.3 MODIFICATION OF CONTRACTUAL CONDITIONS

3.4 TIME EXTENSIONS RESULTING FROM DELAYS

3.4.1 Guidelines For Granting Time Extensions Resulting From Delays

3.5 TIME EXTENSIONS RESULTING FROM FACTORS OTHER THAN DELAYS

Chapter 4 Project Monitoring

INTRODUCTION

4.1 MONITORING THE CONTRACT SCHEDULE

4.2 STATUTORY REQUIREMENTS

4.2.1 Prevailing Wage Rates

4.2.2 Payroll Records

4.2.3 Employment of Apprentices

4.3 HOSPITAL REQUIREMENTS

4.3.1 OSHPD Requirements

4.3.2 Special Additional Hospital Requirements

Chapter 5 Contractor Payments

INTRODUCTION

5.1 COST BREAKDOWN

5.2 PROGRESS PAYMENTS

5.3 APPLICATION FOR PAYMENT

5.4 CERTIFICATE FOR PAYMENT

5. RETENTION

5.5.1 Normal Retention

5.5.2 Securities In Lieu of Retention and Deposit of Retention Into Escrow

5.5.3 Release of Retention

5.6 LIQUIDATED DAMAGES

Chapter 6 Claims Resolution

INTRODUCTION

6.1 CONTRACTOR CLAIMS

6.2 CONDITIONS FOR MAKING A CLAIM

6.2.1 Change Order Requests

6.3 NEGOTIATION

6.3.1 Decision on Claims

6.4 MEDIATION

6.5 ARBITRATION

6.6 LITIGATION

Chapter 7 Beneficial Occupancy and Substantial Completion

INTRODUCTION

7.1 TAKING BENEFICIAL OCCUPANCY

7.2 DETERMINING SUBSTANTIAL COMPLETION

7.3 ENDING BUILDER'S RISK INSURANCE

7.4 REDUCING LIQUIDATED DAMAGES AFTER SUBSTANTIAL COMPLETION

Chapter 8 Contract Closeout

INTRODUCTION

8.1 AS-BUILT DOCUMENTS

8.2 OPERATING AND MAINTENANCE DATA

8.3 GUARANTEES

8.3.1 Special Guarantees

8.4 FINAL COMPLETION

8.5 NOTICE OF COMPLETION

8.6 STOP NOTICES

Chapter 9 Project Closeout

INTRODUCTION

9.1 FINAL BUDGET

9.2 CLOSEOUT OF PROJECTS FUNDED BY FEDERAL GRANTS

9.3 CORRECTION OF DEFECTIVE WORK

9.3.1 Patent and Latent Defects

9.3.2 Reporting Defects and Deficiencies

9.3.3 Personal Injury Caused by Inadequate Design or Poor Construction

9.3.4 Post Construction Meeting

Chapter 10 Project Quality Management Program

INTRODUCTION

10.1 PROGRAM GOALS

10.1.1 Project Team Members

10.2 PROGRAM SCOPE

10.3 PROGRAM REQUIREMENTS AND PROCEDURES

10.4 TEAMWORK

10.4.1 Partnering

10.5 PROGRAM RESOURCES

10.6 EVALUATION BY THE PROJECT TEAM

RESOURCE DIRECTORY (RD)

RD1: Figures

RD2: Models

RD3: Glossary

RD4: University Policies

RD5: Bibliography

RD6: Attachments

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Last Updated February 3, 2006