Academic On-Demand Invitation for Bids

Total project cost less than $5 million dollars – additional editing required for academic division

Note: The On-Demand RFP is no longer used.

The Office of Contract Administration can use the On-Demand Contracts as requested by any Facilities Management project manager for a construction project. Anyone else wanting to use the same contractors may use them, but not as On-Demand Contractors with reference to On-Demand Contract terms. Contract Administration hired these contractors under the terms and conditions of the HECO Manual, therefore, they may only do HECOM projects when performing on their On-Demand Contracts.

Required documents

Procurement

Academic On-Demand Invitation for Bids Letter – updated July, 2022 – in letter form by Contract Administration
Pre-proposal/Pre-bid Question Form
Pre-Bid Conference Agenda template – prepared by Construction Contract Administrators
RFP Amendment/Bid Addendum template – updated July, 2022 – prepared by PM & A/E, reviewed & issued by Contract Admin
CC&R Meeting Register template
Blank Bid Tabulation Sheet – updated July, 2022
Notice of Intent to Award
CM/Contractor Contract Award Letter template – updated July, 2022 – by Contract Admin, Contract Admin director signs award letters over $5M
- Instructions for Contractors and their Sureties for Bonded Contracts – updated July, 2022 – enclosure to Award Letter
Notice to Proceed template – updated July, 2022

Administrative / Division 0

Davis Bacon Wage Rates example – include updated document with Specifications for projects with NIH funds
Certification Regarding Lobbying – include with specifications for projects with NIH funds, must be executed and returned by the selected CM/GC as part of the contract
HECO-6a&b (2021) – VUSBC Statement of Structural and Special Inspections Form & Inspections Checklist – by A/E & Project Manager
HECO-6a&b (2018) – VUSBC Statement of Structural and Special Inspections Form & Inspections Checklist – by A/E & Project Manager
On Demand Front End Specifications – updated 3/8/2022
HECO-7 – updated 1/22/2024 – General Conditions of the Construction Contract For Capital Outlay Projects – does not include SGC for utilities
CO-7 – updated March, 2022 – General Conditions of the Construction Contract
CO-13 – Affidavit of Payment of Claims – required for final Contractor payment
HECO-13.1b (2021) – Final Report of Structural and Special Inspections
HECO-13.1b (2018) – Final Report of Structural and Special Inspections
Certificate of Completion by Contractor – required for final Contractor payment – wording now part of Trimble Unity Construct process page when submitter checks final invoice.
HECO-13.2a – updated July, 2022 – Certification of Partial or Substantial Completion by Contractor

Division 1

Division 1 Template – updated 5/5/2025 – edited by A/E

Appendices

Geotechnical Report – if required, see University Design Guidelines, section 3.2.4.1
Asbestos Survey Report – if required, see University Design Guidelines, section 1.4.4.1
Lead-Based Paint Survey Report – if required, see University Design Guidelines, section 1.4.4.2
DGS-30-364 – Submittal Register – or similar approved format

Construction Administration by A/E or PM

Certificate of Completion by A/E of Record – also see Project Completion for audit response – wording now part of Trimble Unity Construct process page when submitter checks final invoice.
HECO-13.3 – updated May 8, 2025 – 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, or Partial

Miscellaneous documents

Selection Procedure Process Flow Chart »
Long Ad For Letters Of Interest & Statement Of Qualifications example – by Project Manager for webhosting
Short Ad For Letters Of Interest & Statement Of Qualifications example – by Project Manager for newspapers
Academic On-Demand Master RFP example