HECO Forms

HECO / CO FORMS

Updated: Thursday, October 09, 2008 09:55 AM

COMPLETION INSTRUCTIONS

ELECTRONIC ROUTING PROCEDURES

HECO FORMS OVERVIEW - Specifically for Health System Division

AUTHORIZATION

HECO-2 - Authority to Initiate Capital Outlay Project
HECO-4 - Approval of Schematic Design - required for projects with schematic design approval by the BOV - submit with VM documentation

     - not required for ARIP projects / projects under $5M
HECO-5 - Approval of Preliminary Drawings & Specifications - required for projects with VM documentation - not required for ARIP projects /

     projects under $5M
HECO-6 - Approval of Working Drawings & Specifications
HECO-8 - Authorization to Award Contract
HECO-8BR - Construction Phase Budget Revisions - see Budget Process Overview & Reconciliation for guidance
HECO-14 - Project Completion Report
HECO-17 - Building Permit (Version for VUSBC 2000-2003 Edition)
HECO-17-IND - Building Permit for Trailers
HECO-17a-TMP - Building Permit for Temporary Structure
Project Permit Form

DESIGN CONTRACT MANAGEMENT

HECO-2.1a - A/E Selection Small Fee Template - A/E Fee Less Than $10K
HECO-2.1b - A/E Selection 3 Phone Template - $10K to $50K A/E Fee
CO-2.3 - A/E Fee Proposal Work Sheet & Example -
    current mileage rate is $0.585 - c lick here for updates to UVA Policy 2.6.3
HECO-3 - Contract Between University & A/E Template - A/E Fee Greater Than $50K - by Professional Services Contract Administrators
HECO-3.1 - Term Contract Form for A/E Template - by Professional Services Contract Administrators
HECO-3.1a - Service Order Term Contract for A/E - by Professional Services Contract Administrators
HECO-3.2 - Contract Between University & A/E Template - $10K to $50K A/E Fee - by Professional Services Contract Administrators
HECO-3.3 - Term Contract for Cost Consultant - by Professional Services Contract Administrators
HECO-3.3a - Service Order for Cost Consultant - by Professional Services Contract Administrators
HECO-3.4a - Service Order for Construction Administration Manager HECO-6b - 2000 VUSBC Special Inspections - check list completed by A/E
HECO-6b - 2003 VUSBC Special Inspections - check list completed by A/E
HECO-6b - 2006 VUSBC Special Instructions - will be linked when available on the BCOM web site
HECO-8b - Opinion of A/E Performance (Design Phase)
HECO-11a/e - A/E Contract Change Order
                Facilities Management Directive 362C - "Change Orders for Construction & Professional Services Contracts"
HECO-12a/e - A/E Payment Invoice

CONSTRUCTION CONTRACT MANAGEMENT

DGS-30-244 - Buy Virginia Graphic for Specifications
HECO-6a - Statement of Structural and Special Inspections Form
HECO-7 - General Conditions of the Construction Contract - needs to be updated (i.e. non-general funds, HECO-12, etc.)
    CO-7 - General Conditions
HECO-7CM - General Conditions Capital Outlay Projects for Construction Manager (Agency)
    CO-7CM - General Conditions Capital Outlay Projects for Construction Manager (Agency)
HECO-7DB - General Conditions Capital Outlay Projects for Design Build Addendum
    CO-7DB - General Conditions Capital Outlay Projects for Design Build
    DGS-30-376 (Modified) - Supplemental General Conditions - Builders' Risk Insurance - renovation projects only
    DGS-30-377 - Supplemental General Conditions - SWaM - required for all projects
HECO-7a - Instructions to Bidders
HECO-7am - Instructions to Bidders - rarely used - requires CFO approval - includes private bid opening with negotiations Standard HECO Bid Form Format - (By A/E)
CO-9 - Contract Between Owner and Contractor
CO-9a - Workers Compensation Certificate of Insurance
CO-9b - Post Bid Modification
HECO-9CM - Agency - Construction Management Contract Templates
    HECO-9CM - Agency - Document Phase Only Contract Template (By Project Manager)
    HECO-9CM - Agency - Procurement Phase Only Contract Template (By Project Manager)
    HECO-9CM - Agency - Construction Phase Only Contract Template (By Project Manager)
CO-9DB - Contract Between Owner and Contractor for Design Build
CO-10 - Standard Performance Bond
CO-10.1 - Standard Labor & Material Payment Bond
CO-10.2 - Standard Bid Bond
HECO-11 - Contract Change Order and HECO-11a - Change Order Justification
    Facilities Management Directive 362C - "Change Orders for Construction & Professional Services Contracts"
    Board on Changes Template - draft - for any independent change order of $250,000 or more
    GC-1 - Change Order Estimate (General Contractors)
    SC-1 - Change Order Estimate (Subcontractors)
    SS-1 - Change Order Estimate (Sub-Subcontractors)
HECO-12 - Schedule of Values and Certificate for Payment - The new HECO-12 form should be used for all contracts where the first invoice

    is submitted after August 31, 2007. Continue to use the old CO-12 form for all invoices submitted prior to August 31, 2007. Also see

    HECO-12 Mathematical Errors for audit response.
CO-13 - Affidavit of Payment of Claims - required for final Contractor payment
HECO-13.1 - Certificate of Completion by A/E - Also see Project Completion for audit response.
HECO-13.1a - Certificate of Partial or Substantial Completion by A/E - Also see Project Completion for audit response.
HECO-13.1b - Final Report of Structural and Special Inspections
HECO-13.2 - Certificate of Completion by Contractor - required for final Contractor payment
HECO-13.2a - Certification of Partial or Substantial Completion by Contractor
HECO-13.3 - Combined Certificate of Use and Occupancy/Temporary Certificate of Use and Occupancy
    Sprinkler Inventory Form - to be completed for CUO application with data to be entered by FM Operations
HECO-13.3b - Checklist for Occupancy (Beneficial) (Set-up) (Partial) - clarify document title
HECO-14a - Opinion of A/E Performance (Bid / Construction Phase)
CO-14b - Opinion of Contractor Performance
CO-16 - Contractor's Statement of Qualifications - review the need to edit for individual projects per chapter 11/HECOM
    CO-16 - Attachment 1, Qualification Criteria

COMPLETION INSTRUCTIONS

The forms above are in either OmniForm fillable format, Excel XLS format, Word DOC format or Acrobat PDF format.
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Excel & Word Forms: If the form is in Excel or Word format you may get a dialog box asking what you would like to do with this program - select "run this program from its current location" or "Run" and then click on "OK". Excel or Word will start either independently or from within your web browser. The form can then be filled out and then saved by doing a "File", "Save As" from the pull-down menu.

ELECTRONIC ROUTING PROCEDURES
for

HECO-2, HECO-5, HECO-6, HECO-8 and DETERMINATIONS & FINDINGS

Project Managers are responsible for coordinating sequential (one person at a time) edits/approvals IN THE ORDER listed on each form by email attachment.

Approvers reply back by email to Project Managers with approvals and/or edits.

Upon receipt of last electronic approval, Project Managers electronically send form to Kim Breeden (kbm4n@virginia.edu) who will print and route as appropriate for wet signatures.

Support Staff will scan the form & make final distribution.