Construction Management (CM)– Agency

Owner holds contract

A project delivery method where the CM acts as the owner’s general contractor (GC) staff in the management of a construction project or program, where the CM is responsible to the owner for managing the planning, design, construction and post construction phases, or portions thereof. The CM represents the interests of the owner in its dealings with other construction professionals, and with other private and public entities. UVA takes technical and price proposals for document review, procurement, and construction phase CM services and makes a negotiated award. UVA also takes bids/proposals for construction trade packages, awards and holds all contracts directly.

Selection Procedure Process Flow Chart »

Required documents

Procurement

• Procurement Responsibilities Checklist
• RFP PROCESS - same process is used to select CM and Trade Contractors for various packages
• Long Ad For Letters Of Interest & Statement Of Qualifications example – by Project Manager for webposting
• Short Ad For Letters Of Interest & Statements Of Qualifications example – by Project Manager for newspapers
• HECO-16 – updated 8/6/2024 – Contractor's Statement of Qualifications (SOQ) – review the need to edit for individual projects per chapter 11/HECOM
• Certification Regarding Lobbying – include with RFP for projects with NIH funds. Must be executed and returned by the selected CM/GC as part of the contract.
• Combination Short List Evaluation & Selection Committee Appointment Memo Template
• Combination Short List Evaluation & Selection Committee Appointment Memo Template – for Trade Contractors
• Shortlist Recommendation & Approval Memo Template
• Shortlist Recommendation & Approval Memo Template – for one Trade Contractor response
• Shortlist Recommendation & Approval Memo Template – modified for multiple project codes
• CM & Trade Contractor Short List Regrets Template – by Project Manager for signature
• CM & Trade Contractor Short List Congratulations Letter Template – by Project Manager for signature
• CC&R Meeting Register Template
• Example CM Request for Proposal – by Project Manager
  • Example Pre-Proposal Question Form & Responses
  • Davis Bacon Wage Rates example – include updated document with RFP for projects with NIH funds
  • Example Amendment #1
  • Example Amendment #2
  • Example Amendment #3
• CM Sole Source Request for Proposal Example – Hospital Emergency Power Phase 2 – by Project Manager
• RFP Amendment / Bid Addendum template – updated July, 2022 – prepared by PM & A/E, reviewed & issued by Contract Admin
• Pre-Proposal Conference Agenda Template – updated July, 2022 – prepared by Construction Contract Administrators
• CO-10.2 - Standard Bid Bond - Bid Bond required for values exceeding $1M unless otherwise noted
• Example Trade Contractor Procurement Tracking Spreadsheet
• Example Trade Contractor Procurement Strategy – South Lawn
• CM Interview Schedule Example
• CM Interview Schedule Letter Example – updated July, 2022
• Selection Committee Worksheet for Evaluation of Technical Proposals
• CM Selection Memo to AVP & CFO Template – PM drafts and provides to OCA for review and inclusion in folder with required attachments. OCA provides to Chair for review and initials. Chair forwards to AVP & CFO for signature
  • RFP Combined Technical & Price Score Sheet Template – updated July, 2022 – used for CM & Trade Contractor selection
  • RFP Combined Technical & Price Score Sheet Without Details Template – updated July, 2022 – used for CM & Trade Contractor selection
  • Technical Proposal Evaluation updated July, 2022 – Committee Averages Template – used for CM & Trade Contractor selection
• Trade Contractor Selection Memo to CFO Template – by Project Manager
• Trade Contractor Selection Memo to CFO Template – no interviews – by Project Manager
• Trade Contractor Selection Memo to CFO Template for Single Proposal
• Trade Contractor Selection Memo to File for Single Response Template – by Contract Admin Manager
• CM & Trade Contractor Selection Regrets Letter Template – by Project Manager
• CM & Trade Contractor Selection Regrets Letter Template – modified for Lee St. Trade Packages – by Project Manager
• CM & Trade Contractor Selection Congrats Letter Template – by Project Manager
• CM & Trade Contractor Selection Congrats Letter Template – modified for Lee St. Trade Packages – by Project Manager for signature
• Example Proposer Appeal Response – coordinate with Construction Admin Prior to Use
• Notice of Intent to Award
• CM/Contractor Contract Award Letter template updated July, 2022 – by Contract Admin – Jeff signs award letters over $5M
• CM Trade Package Proposal Award Letter Template – by Contract Admin
  • Instructions for Contractors and their Sureties for Bonded Contracts – updated July, 2022 – enclosure to Award Letter
• Notice to Proceed Template – updated July, 2022

Trade contractor

• Example Procurement Plan - prepared by CM - Lee Street Project to be posted
• Example Invitation to Bid Advertisement
• Example Bid Form
• Example Change Order Log

Administration/Division 0

• 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
• HECO-7CM – General Conditions of the Construction Contract with a CM – Agency Trade Contracts only
• Pre-proposal/Pre-bid Question Form
• HECO-9CM – updated 7/22/2021 – Contract Between University & Construction Manager – CM Agency & At Risk Options template, by Contract Administrator
• CO-9a – Workers Compensation Certificate of Insurance Coverage
• Trimble Unity Construct H11 Process – Contract Change Order – Change Order Justification
  • HECO-GC-1 – updated 4/11/2023 – Change Order Estimate (General Contractors)
  • HECO-SC-1 – updated 10/13/2023 – Change Order Estimate (Subcontractors)
  • HECO-SS-1 – updated 9/19/2023 – Change Order Estimate (Sub-Subcontractors)
• Trimble Unity Construct H12 Process – Schedule of Values and Certificate for Payment
• CO-13 - Affidavit of Payment of Claims
• 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
• 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

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-13.1a – Certificate of Partial or Substantial Completion by A/E – also see Project Completion for audit response