Competitive Negotiation Contractor – Fixed Price

100% construction documents

Selection Procedure Process Flow Chart »

Required documents

Procurement

• 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
• Davis Bacon Wage Rates example – include updated document with RFP for projects with NIH funds 
• 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
• Shortlist Recommendation & Approval Memo Template
• Shortlist Recommendation & Approval Memo Template – modified for multiple project codes
• CM Short List Regrets Template – updated July, 2022 – by Project Manager for signature
• CM Short List Congrats Letter Template – updated July, 2022 – by Project Manager for signature
• CC&R Meeting Register Template
• Example Request for Proposal – by Project Manager
  • Ad for LOI's & SOQ's - Long Version
  • Example Pre-Proposal Question Form & Responses
  • 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
• Example Trade Contractor Request for Proposal
• 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
• Example HECO-8 for use with CM Agency – Arena will be posted – Earl
• 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

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-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
• HECO-9 – updated 7/22/2021 – Contract Between University & Contractor – Competitive Negotiation, IFB, Sole Source, & Emergency Options, by Contract Administrator
• CO-9a – Workers Compensation Certificate of Insurance Coverage
• HECO-10 – updated 3/17/2022 – Standard Performance Bond
• HECO 10.1 – updated 3/17/2022 – Standard Labor and Material Paument Bond
• 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

Division 1

• Division 1 Template – updated 2/3/2023 – 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
• HECO-13.3 – updated July, 2022 – Combined Certificate of Use and Occupancy/Temporary Certificate of Use and Occupancy (Rev IV)
  • 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